[Federal Register Volume 86, Number 75 (Wednesday, April 21, 2021)]
[Notices]
[Pages 20667-20670]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-08286]
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DEPARTMENT OF DEFENSE
Department of the Army
[Docket ID: USA-2021-HQ-0005]
Privacy Act of 1974; System of Records
AGENCY: Department of the Army, Department of Defense (DoD).
ACTION: Notice of a modified system of records.
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SUMMARY: The Department of the Army is modifying and renaming the
United States Military Entrance Processing Command (USMEPCOM)
Integrated Resource System (USMIRS), A0601-270. As the executive agent,
the Department of the Army uses the USMIRS to determine the
qualifications of applicants for the Armed Forces of the United States
through aptitude testing, medical examination, identity verification,
background screening, and administrative processing. Records will also
be used to determine patterns and trends in the military population,
and for statistical analyses.
DATES: This system of records modification is effective upon
publication; however, comments on the Routine Uses will be accepted on
or before May 21, 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 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: Mr. Myron Wong, Department of the
Army, U.S. Army Records Management and Declassification Agency,
ATTENTION: Army Privacy and Civil Liberties Office, 9301 Chapek Road
(Building 1458), Fort Belvoir, VA 22060-5605, or by calling 571-515-
0243.
SUPPLEMENTARY INFORMATION: The USMEPCOM consists of 65 Military
Entrance Processing Stations (MEPS) and one Remote Processing Station
(RPS) in the United States. The USMIRS conducts aptitude tests,
processes medical examinations, and determines acceptability of
individuals for entry into the Armed Forces of the United States based
on each Service's eligibility standards. The USMIRS also determines
acceptability, administratively processes, allocates, and inducts
Selective Service System registrants when required; and provides
aptitude and medical examination services for other Federal agencies as
requested. The USMIRS interfaces with recruiting capabilities for the
Services using standard DoD data elements to share data between
USMEPCOM and all the Armed Services recruiting and accession commands.
Additionally, the USMIRS shares data with the Social Security
Administration (SSA) and the United States Citizenship and Immigration
Services (USCIS) for identity vetting and to verify eligibility to work
in the United States. Applicant information is retained by the USMIRS
for various statistical analyses to identify trends and reduce
duplicative processes.
This system of records is being modified to alter the system name,
modify the system number to remove ``DoD'' at the end, and to comply
with requirements in Office of Management and Budget (OMB) Circular No.
A-108 (2016). This modified system of records also expands the purposes
of the system of records, the categories of individuals, and the
categories of records by, among other things, including language
concerning the system's support of Selective Service registration
processes and support for other Federal agencies. The modifications
include new and modified routine uses specifying, among other things,
the potential sharing of information to authorized representative
agents of Federal, state, local, territorial/tribal, international, or
foreign agencies for legal, security, health, or other administrative
reasons. Changes have also been made to the following sections: System
manager; system location; authorities; retrieval of records; procedures
for record access and notification, and contesting records; and
safeguards.
In addition, the system of records is being modified to reflect
major changes to the policies and practices for the retention and
disposal of records due to a recent retention schedule change approved
by the National Archives and Records Administration (NARA). The change
in the system's retention policy was required to support the
mobilization requirements in accordance with DoD policy (DoD
Instruction 1352.01) and to prevent potential fraudulent enlistments
using duplicated Social Security numbers. These changes will require
the system to securely retain electronic data in a cloud computing
environment to meet business needs prior to being securely archived
offsite in a Federal Records Center on encrypted physical storage
media.
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
[[Page 20668]]
Transparency Division website at https://dpcld.defense.gov.
In accordance with 5 U.S.C. 552a(r) and OMB Circular No. A-108, the
DoD has provided a report of this system of records to the OMB and to
Congress.
Dated: April 14, 2021.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
United States Military Entrance Processing Command (USMEPCOM)
Integrated Resource System (USMIRS), A0601-270.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Primary location: United States Military Entrance Processing
Command (USMEPCOM), 2834 Green Bay Road, North Chicago, IL 60064-3094;
digital cloud storage provided by Amazon Web Services (AWS) GovCloud
(US), 12900 Worldgate Drive, Building: IAD21, Herndon, VA 20170.
Segments exist at Military Entrance Processing Stations (MEPS)
throughout the continental United States, Alaska, Hawaii, and Puerto
Rico; official mailing addresses are available on the USMEPCOM web page
at https://www.mepcom.army.mil/MEPS.aspx.
SYSTEM MANAGER(S):
Commander, U.S. Military Entrance Processing Command, 2834 Green
Bay Road, North Chicago, IL 60064-3094. Deputy Director, J-6/
Information Technology Directorate, (847) 688-3680, ext. 7701.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 136, Under Secretary of Defense for Personnel and
Readiness; 10 U.S.C. Subtitle A, General Military Law, Part II,
Personnel (Chapter 31, Enlistments and Chapter 33, Original
Appointments of Regular Officers in Grades Above Warrant Officer
Grades); 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013,
Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DoD
Directive (DoDD) 1145.02E, United States Military Entrance Processing
Command (USMEPCOM); DoD Instruction (DoDI) 1304.02, Accession
Processing Data Collection Forms; DoDI 1304.12E, DoD Military Personnel
Accession Testing Programs; DoDI 1304.26, Qualification Standards for
Enlistment, Appointment and Induction; DoDI 6130.03, Medical Standards
for Appointment, Enlistment, or Induction in the Military Services; DoD
Manual 1145.02, Military Entrance Processing Station (MEPS); USMEPCOM
Regulation 680-3, Entrance Processing and Reporting System Management;
and E.O. 9397 (SSN), as amended.
PURPOSE(S) OF THE SYSTEM:
The USMIRS is the official accession system for the Department of
Defense (DoD). The USMEPCOM uses it to determine qualifications of
applicants for the Armed Forces of the United States through aptitude
testing, medical examination, identity verification, background
screening, and administrative processing. The USMIRS is also used to
determine qualifications for special category, non-enlistment
applicants for Selective Service registration, and other Federal agency
applicants when required. Accession data for the Services is reported
to the Defense Manpower Data Center (DMDC) for applicant processing,
reporting requirements, and quality assurance. Records are also used to
determine patterns and trends in the military population, support
mobilization, prevent fraudulent enlistments, and for statistical
analyses.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All individuals who report to a military entrance test site or MEPS
for aptitude testing and/or medical examination to determine their
fitness for entry into the U.S. Armed Forces (Army, Navy, Air Force,
Marine Corps, and Coast Guard). Individuals may also include Selective
Service System inductees and special category non-enlistment applicants
from Federal agencies such as the Central Intelligence Agency, Federal
Bureau of Investigation, Federal Aviation Administration, and other
uniformed services such as the United States Public Health Service
Commissioned Corps or the National Oceanic and Atmospheric
Administration Commissioned Officer Corps (as required).
CATEGORIES OF RECORDS IN THE SYSTEM:
Personally identifying data to include: Full name and other names
used; Social Security Number (SSN), DoD Identification (DoD ID) number,
alien registration number, selective service registration number;
gender; date and place of birth; race and ethnic origin; height,
weight, eye color; biometric data (fingerprints and digital
photograph); and driver's license number.
Other personal data to include: Marital status; citizenship and
immigration status; religious preference, home and mobile telephone
number; home and mailing address; state of permanent residence;
personal email address; languages spoken; prior employment; background
investigation.
Dependent family member data (emergency contact information) to
include: Family members' full names and other names used; date of
birth; marital status; home, mobile and work telephone number; and home
and work address.
Prior military personnel data to include: Branch; service
computation dates; type of discharge; separation reason codes; lost
time (absent without leave and desertion); and DoD ID number.
RECORD SOURCE CATEGORIES:
The individuals. The individuals' data is also received from
records maintained by the DMDC. Information may also be provided by
education and financial institutions, law enforcement agencies, the
Office of Personnel Management, Social Security Administration,
Department of Homeland Security, Department of the Treasury, and other
Federal, state and local agencies.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act of 1974, as amended, the records contained
in this system 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
[[Page 20669]]
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.
j. To Federal, State and local health departments for compliance
with public health communicable disease reporting laws in accordance
with 42 U.S.C. 264.
k. To the Social Security Administration (SSA) and the United
States Citizenship and Immigration Services (USCIS) to verify
eligibility to work in the United States as required by 8 U.S.C. 1101
and 8 U.S.C. 1324a.
l. To the Central Intelligence Agency, Federal Bureau of
Investigation, and Federal Aviation Administration; and other uniformed
services such as the United States Public Health Service Commissioned
Corps or the National Oceanic and Atmospheric Administration
Commissioned Officer Corps when medically processing special category
non-enlistment applicants on behalf of those agencies.
m. To the Selective Service System (SSS) to report processing of
inductees in support of a military draft, and for the purpose of
updating the SSS registrant database as required by 50 U.S.C. 3802.
n. To other Federal, state, local, territorial or tribal,
international, or foreign agencies, and to financial institutions, in
order to obtain information relevant and necessary to USMEPCOM's
qualification determinations for the individuals covered by this system
of records.
o. To designated officers and employees of Federal, State, local,
territorial, tribal, international, or foreign agencies in connection
with the hiring or retention of an employee, the conduct of a
suitability or security investigation, the letting of a contract, or
the issuance of a license, grant or other benefit by the requesting
agency, to the extent that the information is relevant and necessary to
the requesting agency's decision on the matter and the Department deems
appropriate.
p. To foreign or international law enforcement, security, or
investigatory authorities to comply with requirements imposed by, or to
claim rights conferred in, international agreements and arrangements,
including those regulating the stationing and status in foreign
countries of DoD military and civilian personnel.
q. To appropriate Federal, State, local, territorial, tribal,
foreign, or international agencies for the purpose of
counterintelligence activities authorized by U.S. law or Executive
Order, or for the purpose of executing or enforcing laws designed to
protect the national security or homeland security of the United
States, including those relating to the sharing of records or
information concerning terrorism, homeland security, or law
enforcement.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records may be stored electronically or on paper in secure
facilities in a locked drawer behind a locked door. Electronic records
may be stored locally on digital media; in agency-owned cloud
environments; or in vendor Cloud Service Offerings certified under the
Federal Risk and Authorization Management Program (FedRAMP).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by individual's name, Social Security
Number (SSN), DoD Identification Number, USMIRS automatic
identification and data capture (AIDC) identification code (barcode),
and/or biometric data (fingerprint).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
All hardcopy applicant records are retained at each MEPS for a
period ranging between 2 years, 3 years, or a maximum of 7 years, as
defined by individual qualification status, then destroyed.
The USMIRS will retain electronic qualified applicant processing
records in the system until no longer needed for conducting business.
The records will then be placed on physical storage media and
transferred to the Federal Records Center (FRC). The FRC will destroy
the records when the applicant turns 43 years old. USMIRS will retain
electronic permanently disqualified applicant processing records in the
system until no longer needed for conducting business. The records will
then be placed on physical storage media and transferred to the FRC.
The FRC will destroy the records after 99 years.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Administrative safeguards include periodic security audits, regular
monitoring of users' security practices, employment of methods to
ensure only authorized personnel have access to personal information,
all personnel are required to have appropriate background checks
conducted prior to attaining system access, and privileged users are
required to attain and maintain certification in accordance with DoD
Directive 8140.01 and DoD 8570.01-M. Technical safeguards include user
ID and password, intrusion detection system, encryption, external
certificate authority, biometrics, firewall, virtual private network,
DoD public key infrastructure certificates, common access card, and
security technical implementation guides. Physical safeguards include
security guards, identification badges, key cards, safes, and cipher
locks. All USMIRS servers are stored in either a data center or locked
server/communications room.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, U.S. Military Entrance Processing Command, FOIA/PA Officer
(J-1/MEHR-PR), 2834 Green Bay Road, North Chicago, IL 60064-3094.
Individuals should provide their full name, current address telephone
number, and other personal identifying data that would assist in
[[Page 20670]]
locating the records. In addition, the requester must provide either a
notarized statement or an unsworn declaration made in accordance with
28 U.S.C. 1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
CONTESTING RECORD PROCEDURES:
The DoD rule for accessing, contesting and appealing agency
determinations by the individual concerned are published in 32 CFR part
310 or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, U.S. Military Entrance Processing Command, FOIA/PA Officer
(J-1/MEHR-PR), 2834 Green Bay Road, North Chicago, IL 60064-3094.
Individuals should provide their full name, current address telephone
number, and other personal identifying data that would assist in
locating the records. In addition, the requester must provide either a
notarized statement or an unsworn declaration made in accordance with
28 U.S.C. 1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
November 3, 2010, 75 FR 67700; February 25, 2005, 70 FR 9284.
[FR Doc. 2021-08286 Filed 4-20-21; 8:45 am]
BILLING CODE 5001-06-P