A0600-8-1c AHRC DoD

Department of the Army

A0600-8-1c AHRC DoD

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SYSTEM NAME:

Defense Casualty Information Processing System (DCIPS) (May 03, 2011, 76 FR 24865)

SYSTEM LOCATION:

Office of the Under Secretary of Defense, Personnel and Readiness, Military Severely Injured Joint Support Operations Center, 2107 Wilson Blvd., Arlington, VA 22201-3058. Commander, US Army Human Resources Command, 1600 Spearhead Division Avenue, Fort Knox, KY 40122-5001. Commander, Headquarters Air Force Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Commander, Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-3130. Commandant of the Marine Corps Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Department of Defense military personnel (active component and reserve component) and their family members; DoD civilian personnel, retired service members, non-DoD civilians, and other individuals that are reported as casualties.

CATEGORIES OF RECORDS IN THE SYSTEM:

Civilian Information: Individual's name, Social Security Number (SSN), date of birth, sex, race, religion, citizenship, DNA tracking information, employment information, financial information, mailing/home address, marital status, medical information, mother's maiden name, mother's middle name, other names used, personal cell telephone number, personal email address, place of birth.

Contact Information: Home of record, and other pertinent information, emergency contact, home contact and address information, home telephone number.

Military Information: Branch of service, organization, duty, Army rank and military occupational specialty (MOS), Air Force Specialty Code (AFSC) and rank, (Navy rank and rate, Marine Corp rank and specialty code, personnel records, inquiries from other agencies and individuals, disability information, internal system ID number.

Casualty Information: DD Form 1300 (Report of Casualty); biometrics; casualty information (cause, circumstances, injuries observed post mortem, injury/illness description, location of death, status, and treatment facility); cemetery contact and address information, funeral, genealogy information.

Beneficiary Information: Correspondence with primary next of kin/secondary next of kin, child information, Dependency and Indemnity Compensation beneficiary information, Servicemen's Group Life Insurance (SGLI) beneficiary information, spouse's truncated Social Security Number (SSN).

Law Enforcement Information: Incarcerated next-of-kin, legal status.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C 3013, Secretary of the Army, 10 U.S.C. 5013, Secretary of the Navy, 10 U.S.C. 5043, Commandant of the Marine Corps, 10 U.S.C. 8013, Secretary of the Air Force; 44 U.S.C. 3101, Records Management by Federal Agencies; DoDD 1300.15, Military Funeral Support; DoDD 1300.22, Mortuary Affairs Policy; DoDI 1300.18, Personnel Casualty Matters, Policies, and Procedures; Office of the Assistant Secretary of Defense Memorandum, Subject: Defense Casualty Information Processing System, dated Oct 22, 1999; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To provide DoD with a single joint military casualty information processing system; to provide support for the management of casualty and mortuary affairs by the Services Casualty and Mortuary Affairs Offices; to respond to inquiries; to provide statistical data comprising type, number, place and cause of incident to DoD Services' members; and to support the families of service members.

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 Title 5 US Code Section 552a(b) of the Privacy Act of 1974, these records contained therein may specifically be disclosed outside the DoD as a routine use pursuant to Title 5 US Code Section 552a(b)(3) as follows:

Information from these records may be disclosed to the Department of Veterans Affairs, and other Federal agencies in connection with eligibility, notification and assistance in obtaining benefits due.

If deceased has no spouse, children, representative of minor children, or an executor or personal representative named in the deceased’s will, then information from these records may be released to the primary next of kin (PNOK) family member(s) of the injured or deceased DoD personnel to aid in the settlement of the member's estate.

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

NOTE: This system of records contains individually identifiable health information. The DoD Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the Health Insurance Portability and Accountability Act of 1996, applies to most such health information. DoD 6025.18-R may place additional procedural requirements on the uses and disclosures of such information beyond those found in the Privacy Act of 1974 or mentioned in this system of records notice.

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

STORAGE:

Paper records in file folders and on electronic storage media.

RETRIEVABILITY:

By individual's name and/or Social Security Number (SSN) or last four of SSN if spouse.

SAFEGUARDS:

Buildings and/or rooms employ alarms, security guards, and are security-controlled areas accessible only to authorized persons. Hard copy records are maintained in General Service Administration approved security containers, and records in the U. S. Army Investigative Records Repository are stored in security-controlled areas accessible only to authorized persons. Electronically and optically stored records are maintained in `fail-safe' system software with password-protected access. Records are accessible only to authorized persons with a need-to-know who are properly screened, cleared, and trained.

RETENTION AND DISPOSAL:

Offices having Army-wide responsibility: Records are permanent. Keep in current file area until no longer needed for conducting business, then retire to Records Holding Area (RHA)/Army Electronic Archive (AEA). Transfer a snap shot of the DCIPS Master File to AEA annually at the end of the fiscal year. The AEA will transfer a snap shot of DCIPS to the National Archives and Records Administration (NARA) one year after the signature by the Archivist of the United States. Thereafter, the AEA will transfer a snap shot of DCIPS to NARA every two years. Legal custody of each snap shot will transfer to NARA when the record is 25 years old.

Offices other than having Army-wide responsibility: Keep in current file area until record is 2 years old, and then destroy.

SYSTEM MANAGER(S) AND ADDRESS:

NOTIFICATION PROCEDURE:

Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the appropriate system manager.

For verification purposes, individual should provide their full name, Social Security Number (SSN), last four only if spouse, any details which may assist in locating records, and their signature.

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 to determine if information about themselves is contained in this record system should address written inquiries to the appropriate system manager.

For verification purposes, individual should provide their full name, Social Security Number (SSN), last four only if spouse, any details which may assist in locating records, and their signature.

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 States of America 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:

From casualty reports and investigations received from commander, medical personnel, medical examiners, and other related official sources.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Department of the Army