4000 Federal Register / Vol. 74, No. 13 / Thursday, January 22, 2009 / Notices 

and professional licensing boards 

concerning the issuance, retention, or 

revocation of licenses or certificates. 

To Federal, State, or local agencies 

that verify eligibility for, administer, 

audit, or adjudicate claims pertaining to 

retirement, insurance, unemployment, 

health benefits, occupational injury, and 

similar entitlement programs. 

To public and private organizations 

for nominating, considering, or selecting 

employees for awards and honors or to 

publicize employee recognition 

programs. 

To the Equal Employment 

Opportunity Commission (EEOC) for 

investigating alleged or possible 

discrimination practices or to fulfill 

other functions vested in the EEOC. 

To the Federal Labor Relations 

Authority (FLRA) for investigating and 

resolving allegations of unfair labor 

practices, or to fulfill other functions 

vested in the FLRA. 

To public health agencies in cases 

where employees have contracted or 

been exposed to a health hazard while 

employed with DLA. 

To the Department of the Treasury to 

process savings bond authorization 

forms. 

To the Social Security Administration 

and pension fund administration 

entities for retirement and pension 

benefit administration, oversight, and 

audit purposes. 

The DOD ‘‘Blanket Routine Uses’’ also 

apply to this system of records. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records may be stored on paper and 

on electronic storage media. 

RETRIEVABILITY: 

Records are retrieved by subject 

individual’s name or Social Security 

Number. 

SAFEGUARDS: 

Records are maintained in areas 

accessible only to DLA personnel who 

must have access to perform their 

duties. The computer files are password 

protected with access restricted to 

authorized users. Records are secured in 

locked or guarded buildings, locked 

offices, locked cabinets or powered 

down computer terminals during nonduty hours. Output and storage media 

products are labeled ‘‘For Official Use 

Only’’ and handled in accordance with 

DLA regulations for the safeguarding of 

such information. Data relayed through 

the Internet is encrypted during 

transmission by means that comply with 

DOD polices and technical 

specifications for communications, 

operations, and web security. 

RETENTION AND DISPOSAL: 

Folders are maintained for the 

duration of the employee’s employment. 

They are retired to the National 

Personnel Records Center (Civilian 

Personnel Records), 111 Winnebago 

Street, St. Louis, MO 63118, 30 days 

after separation except that files on offduty military personnel are destroyed 2 

years after termination of employment 

and files on non-U.S. citizens residing 

outside of CONUS, Alaska, Hawaii, but 

working within CONUS, Alaska, and 

Hawaii are destroyed 3 years after 

separation. 

Some records within the file are 

retained at the agency for various 

lengths of time in accordance with the 

National Archives and Records 

Administration records schedules. 

a. Documents relating to the 

administration of group life, health, and 

accident insurance programs, and 

retirement plans for NAF employees. 

Included are requests for group 

insurance, agreements, waivers, requests 

for discontinuance, applications for 

insurance, beneficiary designations, 

notices of employment termination, 

statements of contributions, similar 

documents, and related papers are 

destroyed after termination of 

involvement by the NAF activity. 

b. Documents reflecting basic data on 

individual employees such as veteran 

preference, service computation date, 

performance ratings, positions held, and 

similar information are destroyed 15 

years after transfer or separation of 

employee. 

c. Documents related to submitting, 

evaluating, and approving or 

disapproving suggestions, service 

awards, and commendations of nonappropriated fund employees are 

destroyed 5 years after final action. 

d. Documents used to record 

supervisory counseling interviews and 

separation interviews are destroyed 6 

months after transfer or separation of 

employee. 

e. Training documents are destroyed 

after 5 years. 

SYSTEM MANAGER(S) AND ADDRESS: 

Chief, NAF Personnel and Policy 

Office, Headquarters, Defense Logistics 

Agency, Attn: DES–Q, 8725 John J. 

Kingman Road, Suite 2533, Fort Belvoir, 

VA 22060–6221. 

NOTIFICATION PROCEDURE: 

Individuals seeking to determine 

whether information about themselves 

is contained in this system of records 

should address written inquiries to the 

Privacy Act Office, Headquarters, 

Defense Logistics Agency, Attn: DGA, 

8725 John J. Kingman Road, Suite 1644, 

Fort Belvoir, VA 22060–6221. 

Inquiry should contain subject 

individual’s full name, Social Security 

Number and location of organization 

and physical location where employed. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to 

information about themselves contained 

in this system of records should address 

written inquiries to the Privacy Act 

Office, Headquarters, Defense Logistics 

Agency, Attn: DGA, 8725 John J. 

Kingman Road, Suite 1644, Fort Belvoir, 

VA 22060–6221. 

Inquiry should contain subject 

individual’s full name, Social Security 

Number and location of organization 

and physical location where employed. 

CONTESTING RECORD PROCEDURES: 

The DLA rules for accessing records, 

for contesting contents, and appealing 

initial agency determinations are 

contained in 32 CFR part 323, or may 

be obtained from the Privacy Act Office, 

Headquarters, Defense Logistics Agency, 

Attn: DGA, 8725 John J. Kingman Road, 

Suite 1644, Fort Belvoir, VA 22060– 

6221. 

RECORD SOURCE CATEGORIES: 

Information contained in the folder is 

obtained from the record subject, the 

employee’s previous employer, 

educational institutions, trade 

associations, references and others who 

would have knowledge of the 

employee’s skills or employment 

characteristics and papers originating 

with the activity during the employee’s 

work history. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

[FR Doc. E9–1233 Filed 1–21–09; 8:45 am] 

BILLING CODE 5001–06–P 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[Docket ID DOD–2009–OS–0004] 

Privacy Act of 1974; System of 

Records 

AGENCY: Office of the Secretary, DoD. 

ACTION: Notice to alter a system of 

records. 

SUMMARY: The Office of the Secretary of 

Defense is altering system of records 

notice in its existing inventory of record 

systems subject to the Privacy Act of 

1974, (5 U.S.C. 552a), as amended. 


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DATES: This proposed action will be 

effective without further notice on 

February 23, 2009 unless comments are 

received which result in a contrary 

determination. 

ADDRESSES: Send comments to the 

Privacy Act Officer, Office of Freedom 

of Information, Washington 

Headquarters Services, 1155 Defense 

Pentagon, Washington, DC 20301–1155. 

FOR FURTHER INFORMATION CONTACT: Mrs. 

Cindy Allard at (703) 588–2386. 

SUPPLEMENTARY INFORMATION: The Office 

of the Secretary of Defense systems of 

records notices subject to the Privacy 

Act of 1974, (5 U.S.C. 552a), as 

amended, have been published in the 

Federal Register and are available from 

the address above. 

The proposed systems reports, as 

required by 5 U.S.C. 552a(r) of the 

Privacy Act of 1974, as amended, were 

submitted on January 12, 2009, to the 

House Committee on Oversight and 

Government Reform, the Senate 

Committee on Homeland Security and 

Governmental Affairs, and the Office of 

Management and Budget (OMB) 

pursuant to paragraph 4c of Appendix I 

to OMB Circular No. A–130, ‘‘Federal 

Agency Responsibilities for Maintaining 

Records About Individuals,’’ dated 

February 8, 1996 (February 20, 1996, 61 

FR 6427). 

Dated: January 13, 2009. 

Morgan E. Frazier, 

Alternate OSD Federal Register Liaison 

Officer, Department of Defense. 

DMDC 02 DoD 

SYSTEM NAME: 

Defense Enrollment Eligibility 

Reporting System (DEERS) (June 5, 

2008, 73 FR 31999). 

CHANGES: 

* * * * * 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Delete entry and replace with 

‘‘Computer files containing beneficiary’s 

name, Service or Social Security 

Number (SSN), enrollment number, 

relationship of beneficiary to sponsor, 

residence address of beneficiary or 

sponsor, date of birth of beneficiary, sex 

of beneficiary, branch of Service of 

sponsor, dates of beginning and ending 

eligibility, number of family members of 

sponsor, primary unit duty location of 

sponsor, race and ethnic origin of 

beneficiary, occupation of sponsor, 

rank/pay grade of sponsor, disability 

documentation; wounded, ill and 

injured identification information; 

Medicare eligibility and enrollment 

data, primary and secondary 

fingerprints and photographs of 

beneficiaries, blood test results; 

Deoxyribonucleic Acid (DNA); dental 

care eligibility codes and dental x-rays. 

Catastrophic Cap and Deductible 

(CCD) transactions, including monetary 

amounts; CHAMPUS/TRICARE claim 

records containing enrollee, participant 

and health care facility, provider data 

such as cause of treatment, amount of 

payment, name and Social Security or 

tax identification number of providers 

or potential providers of care; 

citizenship data/country of birth; civil 

service employee employment 

information (agency and bureau, pay 

plan and grade, nature of action code 

and nature of action effective date, 

occupation series, dates of promotion 

and expected return from overseas, 

service computation date); claims data; 

compensation data; contractor fee 

payment data; date of separation of 

former enlisted and officer personnel; 

demographic data (kept on others 

beyond beneficiaries) date of birth, 

home of record state, sex, race, 

education level; Department of Veterans 

Affairs disability payment records; 

digital signatures where appropriate to 

assert validity of data; e-mail (home/ 

work); emergency contact information; 

immunization data; Information 

Assurance (IA) Work Force information; 

language data; military personnel 

information (rank, assignment/ 

deployment, length of service, military 

occupation, education, and benefit 

usage); pharmacy benefits; reason 

leaving military service or DoD civilian 

service; Reserve member’s civilian 

occupation and employment 

information; education benefit 

eligibility and usage; special military 

pay information; SGLI/FGLI; stored 

documents for proofing identity and 

association; workforces information 

(e.g., Acquisition, First Responders); 

Privacy Act audit logs.’’ 

* * * * * 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Delete entry and replace with ‘‘In 

addition to those disclosures generally 

permitted under 5 U.S.C. 552a(b) of the 

Privacy Act, these records or 

information contained therein may 

specifically be disclosed outside the 

DoD as a routine use pursuant to 5 

U.S.C. 552a(b)(3) as follows: 

1. To the Social Security 

Administration (SSA) to perform 

computer data matching against the SSA 

Wage and Earnings Record file for 

identifying employers of Department of 

Defense (DoD) beneficiaries eligible for 

health care. This employer data will in 

turn be used to identify those employed 

beneficiaries who have employmentrelated group health insurance, to 

coordinate insurance benefits provided 

by DoD with those provided by the 

other insurance. This information will 

also be used to perform computer data 

matching against the SSA Master 

Beneficiary Record file for identifying 

DoD beneficiaries eligible for health care 

who are enrolled in the Medicare 

Program, to coordinate insurance 

benefits provided by DoD with those 

provided by Medicare. 

2. To the Office of Disability and 

Income Security Programs wounded 

military service members and veterans 

for the purpose of expediting disability 

processing. 

3. To other Federal agencies and state, 

local and territorial governments to 

identify fraud and abuse of the Federal 

agency’s programs and to identify 

debtors and collect debts and 

overpayment in the DoD health care 

programs. 

4. To each of the fifty states and the 

District of Columbia for the purpose of 

conducting an on going computer 

matching program with state Medicaid 

agencies to determine the extent to 

which state Medicaid beneficiaries may 

be eligible for Uniformed Services 

health care benefits, including 

CHAMPUS, TRICARE, and to recover 

Medicaid monies from the CHAMPUS 

program. 

5. To provide dental care providers 

assurance of treatment eligibility. 

6. To Federal agencies and/or their 

contractors, in response to their 

requests, for purposes of authenticating 

the identity of individuals who, 

incident to the conduct of official 

business, present the Common Access 

Card or similar identification as proof of 

identity to gain physical or logical 

access to government and contractor 

facilities, locations, networks, or 

systems. 

7. To State and local child support 

enforcement agencies for purposes of 

providing information, consistent with 

the requirements of 29 U.S.C. 1169(a), 

42 U.S.C. 666(a)(19), and E.O. 12953 

and in response to a National Medical 

Support Notice (NMSN) (or equivalent 

notice if based upon the statutory 

authority for the NMSN), regarding the 

military status of identified individuals 

and whether, and for what period of 

time, the children of such individuals 

are or were eligible for DoD health care 

coverage. NOTE: Information requested 

by the States is not disclosed when it 

would contravene U.S. national policy 

or security interests (42 U.S.C. 653(e)). 

8. To the Department of Health and 

Human Services (HHS): 


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a. For purposes of providing 

information, consistent with the 

requirements of 42 U.S.C. 653 and in 

response to an HHS request, regarding 

the military status of identified 

individuals and whether, and for what 

period of time, the children of such 

individuals are or were eligible for DoD 

healthcare coverage. NOTE: Information 

requested by HHS is not disclosed when 

it would contravene U.S. national policy 

or security interests (42 U.S.C. 653(e)). 

b. For purposes of providing 

information so that specified Medicare 

determinations, specifically late 

enrollment and waiver of penalty, can 

be made for eligible (1) DoD military 

retirees and (2) spouses (or former 

spouses) and/or dependents of either 

military retirees or active duty military 

personnel, pursuant to section 625 of 

the Medicare Prescription Drug, 

Improvement, and Modernization Act of 

2002 (as codified at 42 U.S.C. 1395p and 

1395r). 

c. To the Office of Child Support 

Enforcement, Federal Parent Locator 

Service, pursuant to 42 U.S.C. 653 and 

653a; to assist in locating individuals for 

the purpose of establishing parentage; 

establishing, setting the amount of, 

modifying, or enforcing child support 

obligations; or enforcing child custody 

or visitation orders; the relationship to 

a child receiving benefits provided by a 

third party and the name and SSN of 

those third party providers who have a 

legal responsibility. Identifying 

delinquent obligors will allow State 

Child Support Enforcement agencies to 

commence wage withholding or other 

enforcement actions against the 

obligors. 

d. For the purposes of providing 

information to the Centers for Medicare 

and Medicaid Services (CMS) to account 

for the impact of DoD healthcare on 

local reimbursement rates for the 

Medicare Advantage program as 

required in 42 CFR 422.306. 

9. To the American Red Cross for 

purposes of providing emergency 

notification and assistance to members 

of the Armed Forces, retirees, family 

members or survivors. 

10. To the Department of Veterans 

Affairs (DVA): 

a. To provide military personnel and 

pay and wounded, ill and injured 

identification data for present and 

former military personnel for the 

purpose of evaluating use of veterans’ 

benefits, validating benefit eligibility 

and maintaining the health and well 

being of veterans and their family 

members. 

b. To provide identifying military 

personnel data to the DVA and its 

insurance program contractor for the 

purpose of notifying separating eligible 

Reservists of their right to apply for 

Veteran’s Group Life Insurance coverage 

under the Veterans Benefits 

Improvement Act of 1996 (38 U.S.C. 

1968) and for DVA to administer the 

Traumatic Servicemember’s Group Life 

Insurance (TSGLI) (Traumatic Injury 

Protection Rider to Servicemember’s 

Group Life Insurance (TSGLI), 38 CFR 

part 9.20). 

c. To register eligible veterans and 

their dependents for DVA programs. 

d. Providing identification of former 

military personnel and survivor’s 

financial benefit data to DVA for the 

purpose of identifying military retired 

pay and survivor benefit payments for 

use in the administration of the DVA’s 

Compensation and Pension Program (38 

U.S.C. 5106). The information is to be 

used to process all DVA award actions 

more efficiently, reduce subsequent 

overpayment collection actions, and 

minimize erroneous payments. 

e. To conduct computer matching 

programs regulated by the Privacy Act 

of 1974, as amended (5 U.S.C. 552a), for 

the purposes of: (1) Providing full 

identification of active duty military 

personnel, including full time National 

Guard/Reserve support personnel, for 

use in the administration of DVA’s 

Compensation and Pension benefit 

program. The information is used to 

determine continued eligibility for DVA 

disability compensation to recipients 

who have returned to active duty so that 

benefits can be adjusted or terminated 

as required and steps taken by DVA to 

collect any resulting over payment (38 

U.S.C. 5304(c)). 

(2) Providing military personnel and 

financial data to the Veterans Benefits 

Administration, DVA for the purpose of 

determining initial eligibility and any 

changes in eligibility status to insure 

proper payment of benefits for GI Bill 

education and training benefits by the 

DVA under the Montgomery GI Bill 

(Title 10 U.S.C., Chapter 1606—Selected 

Reserve and Title 38 U.S.C., Chapter 

30—Active Duty), the REAP educational 

benefit (Title 10 U.S.C, Chapter 1607), 

the National Call to Service enlistment 

educational benefit (Title 10, Chapter 

510), the Post 9/11 GI Bill (Title 38 

U.S.C., Chapter 33) and the 

transferability of education assistance to 

family members. The administrative 

responsibilities designated to both 

agencies by the law require that data be 

exchanged in administering the 

programs. 

(3) Providing identification of reserve 

duty, including full time support 

National Guard/Reserve military 

personnel, to the DVA, for the purpose 

of deducting reserve time served from 

any DVA disability compensation paid 

or waiver of VA benefit. The law (10 

U.S.C. 12316) prohibits receipt of 

reserve pay and DVA compensation for 

the same time period, however, it does 

permit waiver of DVA compensation to 

draw reserve pay. 

(4) Providing identification of former 

active duty military personnel who 

received separation payments to the 

DVA for the purpose of deducting such 

repayment from any DVA disability 

compensation paid. The law requires 

recoupment of severance payments 

before DVA disability compensation can 

be paid (10 U.S.C. 1174). 

f. To provide identifying military 

personnel data to the DVA for the 

purpose of notifying such personnel of 

information relating to educational 

assistance as required by the Veterans 

Programs Enhancement Act of 1998 (38 

U.S.C. 3011 and 3034). 

11. To DoD Civilian Contractors and 

grantees for the purpose of performing 

research on manpower problems for 

statistical analyses. 

12. To consumer reporting agencies to 

obtain current addresses of separated 

military personnel to notify them of 

potential benefits eligibility. 

13. To Defense contractors to monitor 

the employment of former DoD 

employees and military members 

subject to the provisions of 41 U.S.C. 

423. 

14. To Federal and Quasi Federal 

agencies, territorial, state, and local 

governments to support personnel 

functions requiring data on prior 

military service credit for their 

employees or for job applications. To 

determine continued eligibility and help 

eliminate fraud and abuse in benefit 

programs and to collect debts and over 

payments owed to these programs. 

Information released includes name, 

Social Security Number, and military or 

civilian address of individuals. To 

detect fraud, waste and abuse pursuant 

to the authority contained in the 

Inspector General Act of 1978, as 

amended (Pub. L. 95–452) for the 

purpose of determining eligibility for, 

and/or continued compliance with, any 

Federal benefit program requirements. 

15. To Federal and Quasi Federal 

agencies, territorial, State and local 

governments, and contractors and 

grantees for the purpose of supporting 

research studies concerned with the 

health and well being of active duty, 

reserve, and retired personnel or 

veterans, to include family members. 

DMDC will disclose information from 

this system of records for research 

purposes when DMDC: 

a. Has determined that the use or 

disclosure does not violate legal or 


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policy limitations under which the 

record was provided, collected, or 

obtained; 

b. Has determined that the research 

purpose (1) cannot be reasonably 

accomplished unless the record is 

provided in individually identifiable 

form, and (2) warrants the risk to the 

privacy of the individual that additional 

exposure of the record might bring; 

c. Has required the recipient to (1) 

establish reasonable administrative, 

technical, and physical safeguards to 

prevent unauthorized use or disclosure 

of the record, and (2) remove or destroy 

the information that identifies the 

individual at the earliest time at which 

removal or destruction can be 

accomplished consistent with the 

purpose of the research project, unless 

the recipient has presented adequate 

justification of a research or health 

nature for retaining such information, 

and (3) make no further use or 

disclosure of the record except (A) in 

emergency circumstances affecting the 

health or safety of any individual, (B) 

for use in another research project, 

under these same conditions, and with 

written authorization of the Department, 

(C) for disclosure to a properly 

identified person for the purpose of an 

audit related to the research project, if 

information that would enable research 

subjects to be identified is removed or 

destroyed at the earliest opportunity 

consistent with the purpose of the audit, 

or (D) when required by law; 

d. Has secured a written statement 

attesting to the recipients’ 

understanding of, and willingness to 

abide by these provisions. 

16. To Federal and State agencies for 

purposes of obtaining socioeconomic 

information on Armed Forces personnel 

so that analytical studies can be 

conducted with a view to assessing the 

present needs and future requirements 

of such personnel. 

17. To Federal and State agencies to 

validate demographic data (e.g., Social 

Security Number, citizenship status, 

date and place of birth, etc.) for 

individuals in DoD personnel and pay 

files so that accurate information is 

available in support of DoD 

requirements. 

18. To the Bureau of Citizenship and 

Immigration Services, Department of 

Homeland Security, for purposes of 

facilitating the verification of 

individuals who may be eligible for 

expedited naturalization (Pub. L. 108– 

136, Section 1701, and E.O. 13269, 

Expedited Naturalization). 

19. To the Federal voting program to 

provide unit and email addresses for the 

purpose of notifying the military 

members where to obtain absentee 

ballots. 

20. To the Department of Homeland 

Security for the conduct of studies 

related to the health and well-being of 

Coast Guard members and to 

authenticate and identify Coast Guard 

personnel. 

21. To Coast Guard recruiters in the 

performance of their assigned duties. 

22. To the Office of Personnel 

Management (OPM): 

To conduct computer matching 

programs regulated by the Privacy Act 

of 1974, as amended (5 U.S.C. 552a), for 

the purpose of: 

(1) Providing to OPM all reserve 

military members eligible for TRICARE 

Reserve Select (TRS) to be matched 

against the OPM Central Personnel Data 

File (OPM/GOVT–1) for providing those 

reserve military members that are also 

Federal civil service employees. This 

disclosure by OPM will provide the DoD 

with the FEHB eligibility and Federal 

employment information necessary to 

determine continuing eligibility for the 

TRS program. Only those reservists not 

eligible for FEHB are eligible for TRS 

(Section 1076d of title 10).’’ 

* * * * * 

DMDC 02 DoD 

SYSTEM NAME: 

Defense Enrollment Eligibility 

Reporting System (DEERS) 

SYSTEM LOCATION: 

EDS—Service Management Center, 

1075 West Entrance Drive, Auburn 

Hills, MI 48326–2723. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Active duty members and other 

Uniformed Servicemembers, i.e. 

Department of Defense (DoD), Coast 

Guard, NOAA and USPHS; Reserve 

Members; National Guard members; 

State National Guard Employees; 

Presidential appointees of all Federal 

Government agencies; DoD and 

Uniformed Service civil service 

employees, except Presidential 

appointees; Disabled American 

veterans; DoD and Uniformed Service 

contract employees; Former members 

(Reserve service, discharged RR or SR 

following notification of retirement 

eligibility); Medal of Honor recipients; 

Non-DoD civil service employees; U.S. 

Military Academy Students; Nonappropriated fund DoD and Uniformed 

Service employees (NAF); Non-Federal 

Agency Civilian associates, i.e. 

American Red Cross Emergency 

Services paid employees, Non-DoD 

contract employees; Reserve retirees not 

yet eligible for retired pay; Retired 

military members eligible for retired 

pay; Foreign Affiliates; DoD OCONUS 

Hires; DoD Beneficiaries; Civilian 

Retirees; Dependents; Members of the 

general public treated for a medical 

emergency in a DoD Medical Facility; 

Emergency Contact Person; Care Givers; 

Prior Military Eligible for VA benefits. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Computer files containing 

beneficiary’s name, Service or Social 

Security Number (SSN), enrollment 

number, relationship of beneficiary to 

sponsor, residence address of 

beneficiary or sponsor, date of birth of 

beneficiary, sex of beneficiary, branch of 

Service of sponsor, dates of beginning 

and ending eligibility, number of family 

members of sponsor, primary unit duty 

location of sponsor, race and ethnic 

origin of beneficiary, occupation of 

sponsor, rank/pay grade of sponsor, 

disability documentation; wounded, ill 

and injured identification information; 

Medicare eligibility and enrollment 

data, primary and secondary 

fingerprints and photographs of 

beneficiaries, blood test results; 

Deoxyribonucleic Acid (DNA); dental 

care eligibility codes and dental x-rays. 

Catastrophic Cap and Deductible 

(CCD) transactions, including monetary 

amounts; CHAMPUS/TRICARE claim 

records containing enrollee, participant 

and health care facility, provider data 

such as cause of treatment, amount of 

payment, name and Social Security or 

tax identification number of providers 

or potential providers of care; 

citizenship data/country of birth; civil 

service employee employment 

information (agency and bureau, pay 

plan and grade, nature of action code 

and nature of action effective date, 

occupation series, dates of promotion 

and expected return from overseas, 

service computation date); claims data; 

compensation data; contractor fee 

payment data; date of separation of 

former enlisted and officer personnel; 

demographic data (kept on others 

beyond beneficiaries) date of birth, 

home of record state, sex, race, 

education level; Department of Veterans 

Affairs disability payment records; 

digital signatures where appropriate to 

assert validity of data; email (home/ 

work); emergency contact information; 

immunization data; Information 

Assurance (IA) Work Force information; 

language data; military personnel 

information (rank, assignment/ 

deployment, length of service, military 

occupation, education, and benefit 

usage); pharmacy benefits; reason 

leaving military service or DoD civilian 

service; Reserve member’s civilian 

occupation and employment 


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information; education benefit 

eligibility and usage; special military 

pay information; SGLI/FGLI; stored 

documents for proofing identity and 

association; workforces information (e.g. 

Acquisition, First Responders); Privacy 

Act audit logs. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 301, Departmental 

Regulations; 10 U.S.C. Chapters 53, 54, 

55, 58, and 75; 10 U.S.C. 136; 31 U.S.C. 

3512(c); 50 U.S.C. Chapter 23, Internal 

Security; DoD Directive 1341.1, Defense 

Enrollment/Eligibility Reporting 

System; DoD Instruction 1341.2, DEERS 

Procedures; 5 U.S.C. App. 3 (Pub. L. 95– 

452, as amended (Inspector General Act 

of 1978)); Pub. L. 106–265, Federal 

Long-Term Care Insurance; 10 U.S.C. 

2358, Research and Development 

Projects; 42 U.S.C., Chapter 20, 

Subchapter I–G, Registration and Voting 

by Absent Uniformed Services Voters 

and Overseas Voters in Elections for 

Federal Office, Sec. 1973ff, Federal 

responsibilities; DoD Directive 1000.4, 

Federal Voting Assistance Program 

(FVAP); Homeland Security Presidential 

Directive 12, Policy for a Common 

Identification Standard for Federal 

Employees and Contractors; 38 CFR part 

9.20, Traumatic injury protection, 

Servicemembers’ Group Life Insurance 

and Veterans’ Group Life Insurance and 

E.O. 9397 (SSN). 

PURPOSE(S): 

The purpose of the system is to 

provide a database for determining 

eligibility to DoD entitlements and 

privileges; to support DoD health care 

management programs; to provide 

identification of deceased members; to 

record the issuance of DoD badges and 

identification cards, i.e. Common 

Access Cards (CAC) or beneficiary 

cards; and to detect fraud and abuse of 

the benefit programs by claimants and 

providers to include appropriate 

collection actions arising out of any 

debts incurred as a consequence of such 

programs. 

To authenticate and identify DoD 

affiliated personnel (e.g., contractors); to 

assess manpower, support personnel 

and readiness functions; to perform 

statistical analyses; identify current DoD 

civilian and military personnel for 

purposes of detecting fraud and abuse of 

benefit programs; to register current 

DoD civilian and military personnel and 

their authorized dependents for 

purposes of obtaining medical 

examination, treatment or other benefits 

to which they are entitled; to ensure 

benefit eligibility is retained after 

separation from the military; 

information will be used by agency 

officials and employees, or authorized 

contractors, and other DoD Components 

for personnel and manpower studies; 

and to assist in recruiting prior-service 

personnel. 

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, these records 

or information contained therein may 

specifically be disclosed outside the 

DoD as a routine use pursuant to 5 

U.S.C. 552a(b)(3) as follows: 

1. To the Social Security 

Administration (SSA) to perform 

computer data matching against the SSA 

Wage and Earnings Record file for 

identifying employers of Department of 

Defense (DoD) beneficiaries eligible for 

health care. This employer data will in 

turn be used to identify those employed 

beneficiaries who have employmentrelated group health insurance, to 

coordinate insurance benefits provided 

by DoD with those provided by the 

other insurance. This information will 

also be used to perform computer data 

matching against the SSA Master 

Beneficiary Record file for identifying 

DoD beneficiaries eligible for health care 

who are enrolled in the Medicare 

Program, to coordinate insurance 

benefits provided by DoD with those 

provided by Medicare. 

2. To the Office of Disability and 

Income Security Programs wounded 

military service members and veterans 

for the purpose of expediting disability 

processing. 

3. To other Federal agencies and state, 

local and territorial governments to 

identify fraud and abuse of the Federal 

agency’s programs and to identify 

debtors and collect debts and 

overpayment in the DoD health care 

programs. 

4. To each of the fifty states and the 

District of Columbia for the purpose of 

conducting an on going computer 

matching program with state Medicaid 

agencies to determine the extent to 

which state Medicaid beneficiaries may 

be eligible for Uniformed Services 

health care benefits, including 

CHAMPUS, TRICARE, and to recover 

Medicaid monies from the CHAMPUS 

program. 

5. To provide dental care providers 

assurance of treatment eligibility. 

6. To Federal agencies and/or their 

contractors, in response to their 

requests, for purposes of authenticating 

the identity of individuals who, 

incident to the conduct of official 

business, present the Common Access 

Card or similar identification as proof of 

identity to gain physical or logical 

access to government and contractor 

facilities, locations, networks, or 

systems. 

7. To State and local child support 

enforcement agencies for purposes of 

providing information, consistent with 

the requirements of 29 U.S.C. 1169(a), 

42 U.S.C. 666(a)(19), and E.O. 12953 

and in response to a National Medical 

Support Notice (NMSN) (or equivalent 

notice if based upon the statutory 

authority for the NMSN), regarding the 

military status of identified individuals 

and whether, and for what period of 

time, the children of such individuals 

are or were eligible for DoD health care 

coverage. NOTE: Information requested 

by the States is not disclosed when it 

would contravene U.S. national policy 

or security interests (42 U.S.C. 653(e)). 

8. To the Department of Health and 

Human Services (HHS): 

a. For purposes of providing 

information, consistent with the 

requirements of 42 U.S.C. 653 and in 

response to an HHS request, regarding 

the military status of identified 

individuals and whether, and for what 

period of time, the children of such 

individuals are or were eligible for DoD 

healthcare coverage. NOTE: Information 

requested by HHS is not disclosed when 

it would contravene U.S. national policy 

or security interests (42 U.S.C. 653(e)). 

b. For purposes of providing 

information so that specified Medicare 

determinations, specifically late 

enrollment and waiver of penalty, can 

be made for eligible (1) DoD military 

retirees and (2) spouses (or former 

spouses) and/or dependents of either 

military retirees or active duty military 

personnel, pursuant to section 625 of 

the Medicare Prescription Drug, 

Improvement, and Modernization Act of 

2002 (as codified at 42 U.S.C. 1395p and 

1395r). 

c. To the Office of Child Support 

Enforcement, Federal Parent Locator 

Service, pursuant to 42 U.S.C. 653 and 

653a; to assist in locating individuals for 

the purpose of establishing parentage; 

establishing, setting the amount of, 

modifying, or enforcing child support 

obligations; or enforcing child custody 

or visitation orders; the relationship to 

a child receiving benefits provided by a 

third party and the name and SSN of 

those third party providers who have a 

legal responsibility. Identifying 

delinquent obligors will allow State 

Child Support Enforcement agencies to 

commence wage withholding or other 

enforcement actions against the 

obligors. 

d. For the purposes of providing 

information to the Centers for Medicare 

and Medicaid Services (CMS) to account 


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for the impact of DoD healthcare on 

local reimbursement rates for the 

Medicare Advantage program as 

required in 42 CFR 422.306. 

9. To the American Red Cross for 

purposes of providing emergency 

notification and assistance to members 

of the Armed Forces, retirees, family 

members or survivors. 

10. To the Department of Veterans 

Affairs (DVA): 

a. To provide military personnel and 

pay and wounded, ill and injured 

identification data for present and 

former military personnel for the 

purpose of evaluating use of veterans’ 

benefits, validating benefit eligibility 

and maintaining the health and well 

being of veterans and their family 

members. 

b. To provide identifying military 

personnel data to the DVA and its 

insurance program contractor for the 

purpose of notifying separating eligible 

Reservists of their right to apply for 

Veteran’s Group Life Insurance coverage 

under the Veterans Benefits 

Improvement Act of 1996 (38 U.S.C. 

1968) and for DVA to administer the 

Traumatic Servicemember’s Group Life 

Insurance (TSGLI) (Traumatic Injury 

Protection Rider to Servicemember’s 

Group Life Insurance (TSGLI), 38 CFR 

part 9.20). 

c. To register eligible veterans and 

their dependents for DVA programs. 

d. Providing identification of former 

military personnel and survivor’s 

financial benefit data to DVA for the 

purpose of identifying military retired 

pay and survivor benefit payments for 

use in the administration of the DVA’s 

Compensation and Pension Program (38 

U.S.C. 5106). The information is to be 

used to process all DVA award actions 

more efficiently, reduce subsequent 

overpayment collection actions, and 

minimize erroneous payments. 

e. To conduct computer matching 

programs regulated by the Privacy Act 

of 1974, as amended (5 U.S.C. 552a), for 

the purposes of: 

(1) Providing full identification of 

active duty military personnel, 

including full time National Guard/ 

Reserve support personnel, for use in 

the administration of DVA’s 

Compensation and Pension benefit 

program. The information is used to 

determine continued eligibility for DVA 

disability compensation to recipients 

who have returned to active duty so that 

benefits can be adjusted or terminated 

as required and steps taken by DVA to 

collect any resulting over payment (38 

U.S.C. 5304(c)). 

(2) Providing military personnel and 

financial data to the Veterans Benefits 

Administration, DVA for the purpose of 

determining initial eligibility and any 

changes in eligibility status to insure 

proper payment of benefits for GI Bill 

education and training benefits by the 

DVA under the Montgomery GI Bill 

(Title 10 U.S.C., Chapter 1606—Selected 

Reserve and Title 38 U.S.C., Chapter 

30—Active Duty), the REAP educational 

benefit (Title 10 U.S.C, Chapter 1607), 

the National Call to Service enlistment 

educational benefit (Title 10, Chapter 

510), the Post 9/11 GI Bill (Title 38 

U.S.C., Chapter 33) and the 

transferability of education assistance to 

family members. The administrative 

responsibilities designated to both 

agencies by the law require that data be 

exchanged in administering the 

programs. 

(3) Providing identification of reserve 

duty, including full time support 

National Guard/Reserve military 

personnel, to the DVA, for the purpose 

of deducting reserve time served from 

any DVA disability compensation paid 

or waiver of VA benefit. The law (10 

U.S.C. 12316) prohibits receipt of 

reserve pay and DVA compensation for 

the same time period, however, it does 

permit waiver of DVA compensation to 

draw reserve pay. 

(4) Providing identification of former 

active duty military personnel who 

received separation payments to the 

DVA for the purpose of deducting such 

repayment from any DVA disability 

compensation paid. The law requires 

recoupment of severance payments 

before DVA disability compensation can 

be paid (10 U.S.C. 1174). 

f. To provide identifying military 

personnel data to the DVA for the 

purpose of notifying such personnel of 

information relating to educational 

assistance as required by the Veterans 

Programs Enhancement Act of 1998 (38 

U.S.C. 3011 and 3034). 

11. To DoD Civilian Contractors and 

grantees for the purpose of performing 

research on manpower problems for 

statistical analyses. 

12. To consumer reporting agencies to 

obtain current addresses of separated 

military personnel to notify them of 

potential benefits eligibility. 

13. To Defense contractors to monitor 

the employment of former DoD 

employees and military members 

subject to the provisions of 41 U.S.C. 

423. 

14. To Federal and Quasi Federal 

agencies, territorial, state, and local 

governments to support personnel 

functions requiring data on prior 

military service credit for their 

employees or for job applications. To 

determine continued eligibility and help 

eliminate fraud and abuse in benefit 

programs and to collect debts and over 

payments owed to these programs. 

Information released includes name, 

Social Security Number, and military or 

civilian address of individuals. To 

detect fraud, waste and abuse pursuant 

to the authority contained in the 

Inspector General Act of 1978, as 

amended (Pub. L. 95–452) for the 

purpose of determining eligibility for, 

and/or continued compliance with, any 

Federal benefit program requirements. 

15. To Federal and Quasi Federal 

agencies, territorial, state and local 

governments, and contractors and 

grantees for the purpose of supporting 

research studies concerned with the 

health and well being of active duty, 

reserve, and retired personnel or 

veterans, to include family members. 

DMDC will disclose information from 

this system of records for research 

purposes when DMDC: 

a. Has determined that the use or 

disclosure does not violate legal or 

policy limitations under which the 

record was provided, collected, or 

obtained; 

b. Has determined that the research 

purpose (1) cannot be reasonably 

accomplished unless the record is 

provided in individually identifiable 

form, and (2) warrants the risk to the 

privacy of the individual that additional 

exposure of the record might bring; 

c. Has required the recipient to (1) 

establish reasonable administrative, 

technical, and physical safeguards to 

prevent unauthorized use or disclosure 

of the record, and (2) remove or destroy 

the information that identifies the 

individual at the earliest time at which 

removal or destruction can be 

accomplished consistent with the 

purpose of the research project, unless 

the recipient has presented adequate 

justification of a research or health 

nature for retaining such information, 

and (3) make no further use or 

disclosure of the record except (A) in 

emergency circumstances affecting the 

health or safety of any individual, (B) 

for use in another research project, 

under these same conditions, and with 

written authorization of the Department, 

(C) for disclosure to a properly 

identified person for the purpose of an 

audit related to the research project, if 

information that would enable research 

subjects to be identified is removed or 

destroyed at the earliest opportunity 

consistent with the purpose of the audit, 

or (D) when required by law; 

d. Has secured a written statement 

attesting to the recipients’ 

understanding of, and willingness to 

abide by these provisions. 

16. To Federal and State agencies for 

purposes of obtaining socioeconomic 

information on Armed Forces personnel 


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so that analytical studies can be 

conducted with a view to assessing the 

present needs and future requirements 

of such personnel. 

17. To Federal and state agencies to 

validate demographic data (e.g., Social 

Security Number, citizenship status, 

date and place of birth, etc.) for 

individuals in DoD personnel and pay 

files so that accurate information is 

available in support of DoD 

requirements. 

18. To the Bureau of Citizenship and 

Immigration Services, Department of 

Homeland Security, for purposes of 

facilitating the verification of 

individuals who may be eligible for 

expedited naturalization (Pub. L. 108– 

136, Section 1701, and E.O. 13269, 

Expedited Naturalization). 

19. To the Federal voting program to 

provide unit and e-mail addresses for 

the purpose of notifying the military 

members where to obtain absentee 

ballots. 

20. To the Department of Homeland 

Security for the conduct of studies 

related to the health and well-being of 

Coast Guard members and to 

authenticate and identify Coast Guard 

personnel. 

21. To Coast Guard recruiters in the 

performance of their assigned duties. 

22. To the Office of Personnel 

Management: 

To conduct computer matching 

programs regulated by the Privacy Act 

of 1974, as amended (5 U.S.C. 552a), for 

the purpose of: 

(1) Providing to OPM all reserve 

military members eligible for TRICARE 

Reserve Select (TRS) to matched against 

the OPM Central Personnel Data File 

(OPM/GOVT–1) for providing those 

reserve military members that are also 

Federal civil service employees. This 

disclosure by OPM will provide the DoD 

with the FEHB eligibility and Federal 

employment information necessary to 

determine continuing eligibility for the 

TRS program. Only those reservists not 

eligible for FEHB are eligible for TRS 

(Section 1076d of title 10). 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are maintained on magnetic 

tapes and disks, and are housed in a 

controlled computer media library. 

RETRIEVABILITY: 

Records about individuals are 

retrieved by an algorithm which uses 

name, Social Security Number, date of 

birth, rank, and duty location as 

possible inputs. Retrievals are made on 

summary basis by geographic 

characteristics and location and 

demographic characteristics. 

Information about individuals will not 

be distinguishable in summary 

retrievals. Retrievals for the purposes of 

generating address lists for direct mail 

distribution may be made using 

selection criteria based on geographic 

and demographic keys. 

SAFEGUARDS: 

Computerized records are maintained 

in a controlled area accessible only to 

authorized personnel. Entry to these 

areas is restricted to those personnel 

with a valid requirement and 

authorization to enter. Physical entry is 

restricted by the use of locks, guards, 

and administrative procedures (e.g., fire 

protection regulations). 

Access to personal information is 

restricted to those who require the 

records in the performance of their 

official duties, and to the individuals 

who are the subjects of the record or 

their authorized representatives. Access 

to personal information is further 

restricted by the use of passwords, 

which are changed periodically. All 

individuals granted access to this 

system of records is to have received 

Information Assurance and Privacy Act 

training. 

RETENTION AND DISPOSAL: 

Data is destroyed when superseded or 

when no longer needed for operational 

purposes, whichever is later. 

SYSTEM MANAGER(S) AND ADDRESS: 

Deputy Director, Defense Manpower 

Data Center, DoD Center Monterey Bay, 

400 Gigling Road, Seaside, CA 93955– 

6771. 

NOTIFICATION PROCEDURE: 

Individuals seeking to determine 

whether information about themselves 

is contained in this system should 

address written inquiries to the Deputy 

Director, Defense Manpower Data 

Center, DoD Center Monterey Bay, 400 

Gigling Road, Seaside, CA 93955–6771. 

Written requests should contain the 

full name, Social Security Number 

(SSN), date of birth, and current address 

and telephone number of the individual. 

Individuals should provide the name 

and number of this system of records 

notice so that your request can be tasked 

to the appropriate OSD/JS office. This 

section must also include a description 

of needed identifier so that the record 

may be retrieved. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to 

information about themselves contained 

in this system should address written 

inquiries to the OSD/JS FOIA Requester 

Service Center, Office of the Freedom of 

Information, Washington Headquarters 

Services, 1155 Defense Pentagon, 

Washington, DC 20301–1155. 

Written requests should contain the 

full name, Social Security Number 

(SSN), date of birth, and current address 

and telephone number of the individual. 

Individuals should provide the name 

and number of this system of records 

notice so that your request can be tasked 

to the appropriate OSD/JS office. This 

section must also include a description 

of needed identifier so that the record 

may be retrieved. 

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 Privacy Act 

Officer, Office of Freedom of 

Information, Washington Headquarters 

Services, 1155 Defense Pentagon, 

Washington, DC 20301–1155. 

RECORD SOURCE CATEGORIES: 

Individuals, personnel, pay, and 

benefit systems of the military and 

civilian departments and agencies of the 

Defense Department, the Coast Guard, 

the Public Health Service, the National 

Oceanic and Atmospheric 

Administration, Department of Veterans 

Affairs, and other Federal agencies. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

[FR Doc. E9–1237 Filed 1–21–09; 8:45 am] 

BILLING CODE 5001–06–P 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[Docket ID DoD–2009–OS–0007] 

Privacy Act of 1974; Systems of 

Records 

AGENCY: Defense Logistics Agency, DoD. 

ACTION: Notice to Alter a System of 

Records. 

SUMMARY: The Defense Logistics Agency 

proposes to alter a system of records 

notice in its existing inventory of 

records systems subject to the Privacy 

Act of 1974 (5 U.S.C. 552a), as amended. 

DATES: This proposed action will be 

effective without further notice on 

February 23, 2009 unless comments are 

received which result in a contrary 

determination. 

ADDRESSES: Send comments to the 

Privacy Act Officer, Headquarters, 

Defense Logistics Agency, Attn: DP, 


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