Privacy Act of 1974; System of Records

Cited as:86 FR 10551
Court:Navy Department
Publication Date:22 Feb 2021
Record Number:2021-03453
Federal Register, Volume 86 Issue 33 (Monday, February 22, 2021)
[Federal Register Volume 86, Number 33 (Monday, February 22, 2021)]
                [Notices]
                [Pages 10551-10554]
                From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
                [FR Doc No: 2021-03453]
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                DEPARTMENT OF DEFENSE
                Department of the Navy
                [Docket ID: USN-2021-HQ-0002]
                Privacy Act of 1974; System of Records
                AGENCY: United States Marine Corps (USMC), Department of Defense (DoD).
                ACTION: Notice of a new system of records.
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                SUMMARY: The Department of the Navy is establishing a new System of
                Records entitled the Command Individual Risk and Resiliency System
                (CIRRAS) application. The CIRRAS application will be used by the USMC
                to enable Commanding Officers and Senior Enlisted Advisors to make
                informed and timely decisions on Force Preservation Risk Assessments,
                to optimize individual/unit readiness, and to facilitate enterprise-
                wide risk management. Individual data will assist commanders by quickly
                identifying those Marines or Service Members requiring immediate
                command attention. Trend analysis will assist USMC commanders to
                implement mitigation strategies to improve overall individual/unit
                readiness. These records will also be used as a management tool for
                statistical analysis, tracking, reporting, evaluating program
                effectiveness, and conducting research.
                DATES: This new system of records is effective upon publication;
                however, comments on the Routine Uses will be accepted on or before
                March 24, 2021. 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: https://www.regulations.gov.
                 Follow the instructions for submitting comments.
                 * Mail: DoD cannot receive written comments at this time due to the
                COVID-19 pandemic. Comments should be sent electronically to the docket
                listed above.
                 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
                [[Page 10552]]
                submissions available for public viewing on the internet at https://www.regulations.gov as they are received without change, including any
                personal identifiers or contact information.
                FOR FURTHER INFORMATION CONTACT: Sally A. Hughes, FOIA/PA Program
                Manager (ARSF), Headquarters, U.S. Marine Corps, 3000 Marine Corps
                Pentagon, Washington, DC 20350-3000, telephone (703) 614-4008.
                SUPPLEMENTARY INFORMATION: The ``Marine Corps Risk and Resiliency
                Records'' system of records is being established by the USMC to support
                Force Preservation Risk Assessments. The Marine Corps force
                preservation process is the formalized method used by commanders to
                identify individual Marine risk factors and to apply holistic risk
                management measures to improve individual and unit readiness. Every
                day, this process assists leaders across the Corps to identify those in
                need. However, gaps in knowledge have historically limited the
                effectiveness of the effort. To improve the process, the USMC is
                developing the CIRRAS application, which compiles individual force
                preservation data input by small unit leaders, medical officers, and
                other support staff. By presenting timely, prioritized, actionable
                information to those who can help Marines, and by protecting
                unauthorized disclosure through strict access limits and cybersecurity,
                leaders will be better equipped to reduce destructive behaviors in
                their units.
                 Force Preservation Risk Assessments are based on the identification
                and tracking of individual Service Member behaviors associated with
                increased risk or resiliency as defined by the Commandant's ``Six Fs,''
                as defined in Marine Corps Order 1500.61, 28 July 2017. The Six Fs are
                Fidelity, Fighter, Fitness, Family, Finances and Future. Force
                Preservation Risk Assessments include critical stressors that are
                environmental factors or experiences that can overtax a Service
                Member's coping resources. The intensity or accumulation of multiple
                stressors is linked to a greater likelihood of harmful reactions
                including death by suicide. The CIRRAS application is a networked, web-
                based application that captures risk, resiliency and critical stressor
                factors for all United States Marines and United States Armed Forces
                Service Members assigned to the USMC to provide Force Preservation
                information to the unit commander. The CIRRAS will directly support
                Commanders/Officers in Charge and Senior Enlisted Advisors by providing
                a tool to enable proactive identification and assessment of individual
                Marines' or Service Members' risk, resiliency, and critical stressor
                factors. Also, the system will allow the transfer of the same factors
                between commands in order to optimize individual/unit readiness and
                facilitate enterprise-wide risk management of individual Marines' risk
                status. The CIRRAS will be used by Regimental/Group Commanders through
                immediate supervisors (Platoon Commander/Officers in Charge) of all
                United States Marines and United States Armed Forces Service Members
                assigned to the USMC in accordance with Marine Corps Order 5100.29B,
                Marine Corps Safety Program; MCO 1500.60, Force Preservation Council
                (FPC) Program; and other Force Preservation Directives.
                 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.
                 In accordance with 5 U.S.C. 552a(r) and Office of Management and
                Budget (OMB) Circular No. A-108, the DoD has provided a report of this
                system of records to the OMB and to Congress.
                 Dated: February 10, 2021.
                Kayyonne T. Marston,
                Alternate OSD Federal Register Liaison Officer, Department of Defense.
                SYSTEM NAME AND NUMBER:
                 Marine Corps Risk and Resiliency Records, M05230-1.
                SECURITY CLASSIFICATION:
                 Unclassified.
                SYSTEM LOCATION:
                 Command Individual Risk and Resiliency Assessment System (CIRRAS)
                application, AWS GovCloud (US-East), NIWC Atlantic, Charleston,
                Component Enterprise Data Center (CEDC), P.O. Box 190022, Bldg. 3148,
                North Charleston, SC 29419-9022.
                SYSTEM MANAGER(S):
                 CIRRAS System Manager, Headquarters Marine Corps, Manpower &
                Reserve Affairs (M&RA), Marine & Family Programs (MF) Division, 3280
                Russell Rd., Quantico, VA 22134-5143, 4th Deck,
                [email protected], 703-432-9294.
                AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
                 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041,
                Headquarters, Marine Corps; Department of Defense (DoD) Instruction
                6490.08, Command Notification Requirements to Dispel Stigma in
                Providing Mental Health Care to Service Members; DoD 6025.18-R, DoD
                Health Information Privacy Regulation; Marine Corps Order (MCO)
                1500.60, Force Preservation Council (FPC) Program; MCO 3500.27C, Risk
                Management; MCO 1752.5C, Sexual Assault Prevention & Response; MCO
                5300.17A, Substance Abuse Program; MCO 5100.29B, Marine Corps Safety
                Program; MCO 5100.19F, Marine Corps Traffic Safety Program.
                PURPOSE(S) OF THE SYSTEM:
                 To capture risk, resiliency, and critical stressor factors for all
                United States Marines or United States Armed Forces Service Members
                assigned to a United States Marine Corps (USMC) unit, and to provide
                Force Preservation information to the USMC Unit Commander; to transfer
                the same between commands, in order to optimize individual/unit
                readiness and facilitate enterprise-wide risk management of individual
                Marines; to help prevent adverse outcomes including the loss of life;
                to quickly identify those Marines or Service Members requiring
                immediate command attention; and to provide trend analysis to assist in
                implementing mitigation strategies to improve individual/unit
                readiness.
                CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
                 Active duty and Reserve USMC military personnel, and any other
                United States Armed Forces Service Members assigned to the USMC.
                CATEGORIES OF RECORDS IN THE SYSTEM:
                 Biographic information to include: Full legal name, DoD ID number/
                Electronic Data Interchange Personal Identifier (EDIPI), citizenship/
                legal status, race/ethnicity, date and place of birth, gender/gender
                identification, home/mailing address, and phone numbers; marital status
                and divorce date (if any), alleged infidelity, and geographic
                separation from significant other; name, number of dependents,
                expecting parent, foster parenting, pending adoption, acting caregiver,
                family care plan, and housing information; date of entry, age,
                position/title, rank/grade, duty status, deployments, service member
                photo, Military Occupational Specialty (MOS), awards, End of Active
                Service (EAS), Pay Entry Base Date (PEBD), General Technical Score (GT)
                score, time in service, waivers, performance summary, monitored command
                code, future monitored command code, Reporting Unit Code (RUC), work
                email,
                [[Page 10553]]
                deployment history, discipline, Non-Judicial Punishment (NJP), loss of
                rank, loss of pay, security clearance revocation or suspension, law
                enforcement events identified on military blotter, under investigation
                by military or civilian commands/agencies, arrested within the last
                twelve months, and restraining order; Command Stressors information to
                include: Combat exposure, responsible for killing or injury in combat,
                and combat action ribbons; driver's license, restricted license, and
                base driving privileges; clubs and spiritual affiliations; fitness test
                scores and health promotion courses.
                 General Education Development (GED), vocational training, college
                level, degrees, and certifications, military career qualifications,
                military career progression, and military career administration status;
                factors affecting personal finance status, wage garnishments, past-due
                bills, bankruptcy collection agency action, and gambling debt or
                issues; Force Preservation Risk and Resiliency Level; Individual
                Service Member Risk, Resiliency and Critical Stressor life events to
                include: High-risk hobbies, exposure to suicide, non-suicidal self-
                injury, witness/victim exposure to crime or violence, hazing, sexual
                harassment, sexual assault, violence, child abuse, domestic abuse,
                neglect, behavioral and mental health information, traumatic brain
                injury, accidental death, alleged offender of crime or violence;
                Comments by commanders and command leadership Force Preservation
                Council members; alcohol/drug treatment, inpatient/outpatient,
                inpatient location, alcohol screening and use/misuse, drug screening
                and use/misuse, drug or alcohol related incident(s), history of
                substance abuse, duty-limiting diagnosis, under care for chronic
                treatment, prescription drugs (duty restricting), history of substance
                abuse, pending medical board decision, psychotropic or narcotic drugs
                prescribed, hospitalization, and critical illness/injury.
                RECORD SOURCE CATEGORIES:
                 Records and information stored in this system of records are
                obtained from: Service Individuals, Service Member's first-line leader,
                command staff, commanding officer, small unit leaders, medical
                officers, other support staff, and their assigned Force Preservation
                Council Members as well as authoritative data from Marine Corps Total
                Force System (MCTFS). Future iterations of the system may also include
                information from Department of Defense Tricare Pharmacy Tracking,
                Defense Enrollment Eligibility Reporting System, Marine Corps
                Recruiting Information Support System, Armed Forces Health Longitudinal
                Technology Application/GENESIS, and Manpower and Reserve Affairs Marine
                and Family Programs.
                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, the 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 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.
                 b. 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.
                 c. 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.
                 d. 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.
                 e. 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.
                 f. 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.
                 g. To appropriate agencies, entities, and persons when (1) the DoD
                suspects or confirms a breach of the system of records; (2) the DoD
                determines 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.
                 h. 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.
                 i. To such recipients and under such circumstances and procedures
                as are mandated by Federal statute or treaty.
                POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
                 Records in this system are stored in electronic format in
                accordance with the safeguards mentioned below.
                POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
                 Records may be retrieved by name or EDIPI/DoD ID number.
                POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
                 Records are permanent and maintained by USMC for 25 years, then
                transferred to the National Archives and Records Administration.
                ADMINISTRATIVE, PHYSICAL, AND TECHNICAL SAFEGUARDS:
                 Access is limited to authorized personnel with a need to know to
                perform their official assigned responsibilities. Users are granted
                only those privileges that are necessary for their job requirements.
                Access is controlled through use of Common Access Cards, DoD Public Key
                Infrastructure certificates, user identification and passwords,
                firewall, and role-based access controls. Personally Identifiable
                Information (PII) and Health Insurance Portability and Accountability
                Act (HIPAA) training is required for all users. Physical access to AWS
                data centers is logged and monitored. The physical access points to
                server rooms are monitored using Closed Circuit Television Camera
                (CCTV). Physical access is controlled at building ingress points by
                professional
                [[Page 10554]]
                security staff utilizing surveillance, detection systems, and other
                electronic means. Authorized staff utilize multi-factor authentication
                mechanisms to access and exit data centers and server rooms. Entrances
                to server rooms are secured with devices that sound alarms to initiate
                an incident response if the door is forced or held open. Electronic
                intrusion detection systems are installed within the data layer to
                monitor, detect, and automatically alert appropriate personnel of
                security incidents. Data at Rest Encryption and Risk Management
                Framework security controls, which include security controls for the
                PII and Protected Health Information (PHI) overlays, are utilized.
                RECORDS ACCESS PROCEDURES:
                 Individuals seeking access to information about themselves
                contained in this system of records should address written requests to
                the commanding officer where assigned or to the system manager at
                Headquarters Marine Corps, Manpower & Reserve Affairs (M&RA), Marine &
                Family Programs (MF) Division, 3280 Russell Rd., Quantico, VA 22134-
                5143, 4th Deck. Signed, written requests should include the
                individual's full name, EDIPI/DoD ID number, telephone number, street
                address, email address, and name and number of this System of Records
                Notice (SORN). In addition, the requestor must provide either a
                notarized statement or a declaration made in accordance with 28 U.S.C.
                1746, in the appropriate 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
                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 if information about themselves is
                contained in this system should address written requests to the
                commanding officer where assigned or to the system manager at
                Headquarters Marine Corps, Manpower & Reserve Affairs (M&RA), Marine &
                Family Programs (MF) Division, 3280 Russell Rd., Quantico, VA 22134-
                5143, 4th Deck. Signed written requests should include the individual's
                full name, telephone number, street address, email address, and name
                and number of this SORN. In addition, the requestor must provide either
                a notarized statement or a declaration made in accordance with 28
                U.S.C. 1746, using 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:
                 None.
                [FR Doc. 2021-03453 Filed 2-19-21; 8:45 am]
                BILLING CODE 5001-06-P