Department of the Army

A0500-3c G3/5/7 (DAMO)

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SYSTEM NAME:

Department of the Army Emergency Personnel Location Records System and Files  (May 01, 2014,  79 FR 24692)

SYSTEM LOCATION:

For Headquarters Department of the Army:
Headquarters, Department of the Army, Army Continuity of Operations Program Office, Washington, DC 20310-0400.

For decentralized locations at Headquarters, Department of the Army, Army field operating agencies, major commands, installations, and activities.  Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

This system of records contains information concerning Army active duty military personnel, the Army National Guard, U.S. Army Reserve, Army civilian employees and contractors who may be required to respond to all hazards emergencies including acts of nature, natural disasters, accidents, and technological and or/attack related emergencies.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's name, DoD ID Number, work address, home address, e-mail addresses, office phone number, cell phone number, emergency contact’s name, relationship to individual, work address, home address, office phone number, cell phone number, e-mail addresses, any other phone numbers that may be needed in the event of a major emergency.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 3013, Secretary of the Army; 44 U.S.C. 3101, the Federal Records Act; E.O. 12656, Assignment of Emergency Preparedness Responsibilities; DoD Directive 3020.26, Continuity of Operations Policy and Planning; Army Regulation 500-3, Army Continuity of Operations.

PURPOSE(S):

To enable Army wide organizations using recall rosters to contact necessary military  personnel, DoD civilians and contractors, and other individuals to respond to all hazard emergencies, including acts of nature, natural disasters, accidents, and technological and/or attack related emergencies.  In addition, to contact family members or other individuals listed as an emergency contact in the event of injury or casualty.

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, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD Blanket Routine Uses set forth at the beginning of the agency's compilation of systems of records notices may apply to this system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:


STORAGE:

Paper records and electronic storage media.

RETRIEVABILITY:

These records are retrieved by a combination of the individual’s name and DoD ID number.

SAFEGUARDS:

DoD Components and approved users ensure that electronic records collected and used are maintained in controlled areas accessible only to authorized personnel. Physical security differs from site to site, but the automated records must be maintained in controlled areas accessible only by authorized personnel.  Access to computerized data is restricted by use of common access cards (CACs) and is accessible only by users with an authorized account.  The system and electronic backups are maintained in controlled facilities that employ physical restrictions and safeguards such as security guards, identification badges, key cards and locks.

RETENTION AND DISPOSAL:

Keep in Current File Area (CFA) until recalls are updated and then until no longer needed for conducting business, but not longer than 6 years after the event, then destroy.  Records are destroyed by erasing or shredding paper files.

SYSTEM MANAGER(S) AND ADDRESS:

Deputy Division Chief, Headquarters, Department of the Army, Army Continuity of Operations Program Office, 400 Army Pentagon, Washington, DC 20310-0400.

For decentralized locations at Headquarters, Department of the Army, Army field operating agencies, major commands, installations and activities, official mailing addresses are published as an appendix to the Army's compilation of systems of records notices.

NOTIFICATION PROCEDURE:

Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the commander of the organization to which the service member is assigned.

For decentralized locations at Headquarters, Department of the Army, Army field operating agencies, major commands, installations, and activities, official mailing addresses are published as an appendix to the Army's compilation of systems of records notices.

For verification purposes, all individuals should furnish full name, DoD ID number, current address and telephone number, signature and specific information concerning the event or incident that will assist in locating the record. Individual must furnish proof of identity.

In addition, the requester must provide 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 State 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)’.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves in this system should address written inquiries to the commander of the organization to which the service member is assigned.

Requests should contain the individuals’ full name, DoD ID number, current address, telephone number and signature.

For decentralized locations at Army field operating agencies, major commands, installations, and activities.  Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices.

In addition, the requester must provide 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 State 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 Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information originates within the Department of the Army, its Commands, along with personnel who submit information such as emergency contacts.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

January 30, 2002, 67 FR 4411, March 21, 2013, 78 FR 17388; May 1, 2014, 79 FR 24692.