A system of records (SOR) is a group of records, whatever the storage media (paper, electronic, etc.), under the control of a Department of Defense (DoD) Component from which personal information about an individual is retrieved by the name of the individual, or by some other identifying number, symbol, or other identifying particular assigned, that is unique to the individual.

The DoD publishes in the Federal Register a system of records notice (SORN) of all SORs being maintained on individuals who are citizens of the United States or aliens lawfully admitted for permanent residence. The notice also includes the last Federal Register publication date.

To help you identify a particular SOR, first check the pertinent component listing of Privacy Act SORNs. The 'system name' reasonably identifies the general purpose of the SOR.

To view DoD, DoD-wide, or Government-wide SORNs, please click on the appropriate link to the right.

Be as specific as possible when you identify the types of records you are trying to locate, i.e., investigative, personnel, pay, carpooling, etc. If you are having difficulty identifying or locating a system of records, contact the DoD Privacy Point of Contact. This Privacy Official can help you navigate through their Privacy Act SORNs.

In addition, certain 'Blanket Routine Uses' for all DoD maintained SORs have been established that are applicable to every record system maintained within the DoD, unless specifically stated otherwise within the particular record system notice. These additional routine uses of the records are published in each DoD Component's Preamble in the interest of simplicity, economy and to avoid redundancy.

The head of an agency, in this case the DoD, may promulgate regulations to exempt applicable records from particular provisions of the Privacy Act. Most notably those involving release of information to individuals that by its very nature would interfere with critical processes and/or expose the identity of a confidential source. The Defense Privacy, Civil Liberties, and Transparency Office processes exemptions with the DoD Components system of records submissions. For more information on exemptions, please consult the Exemption Application Chart located below:

Exemption Application Chart