Privacy Act of 1974; System of Records
| Published date | 22 February 2021 |
| Citation | 86 FR 10551 |
| Record Number | 2021-03453 |
| Section | Notices |
| Court | Navy Department |
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,
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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
