SYSTEM NAME:

On-Line Distribution Information System (ODIS)  (June 24, 2013,  78 FR 37801)

SYSTEM LOCATION:

Defense Information Systems Agency – Defense Enterprise Computing Center Mechanicsburg, 5450 Carlisle Pike, Mechanicsburg, PA 17050-2411.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All Navy personnel on active duty including reservists on active duty more than 60 days.

CATEGORIES OF RECORDS IN THE SYSTEM:

Personnel records in automated form concerning qualifications, assignment, placement, career development, education, training, recall, release from active duty, advancement, performance, retention, reenlistment, separation, morale, personal affairs, benefits, entitlements, and administration to include name, address, Social Security Number (SSN), Department of Defense Identification Number (DoD ID Number), date of birth, place of birth, citizenship, race/ethnicity, marital status, education information (level, college name, major, specialty, graduation year, education duration months, education sponsor), gender, security clearance, designator, military records; rank, military orders and expense data, military training and qualifications, professional assignment history, military performance evaluations, and military promotions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301, Departmental Regulations; 10 U.S.C 5013, Secretary of the Navy; 10 U.S.C. 620, Active-duty lists; 10 U.S.C. 617, Reports of Selection Boards and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To assist Navy officials and employees in the classification, qualification determinations, assignment, placement, career development, education, training, recall and release of Navy personnel to meet manpower allocations and requirements.

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 that appear at the beginning of the Navy's compilation of system 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 and/or electronic storage media.

RETRIEVABILITY:

Records may be retrieved by name, SSN, and/or DoD ID number.

SAFEGUARDS:

Must have Common Access Card (CAC) or Public Key Infrastructure (PKI) to enter the Defense Information System Agency (DISA) environment and then at the individual application level logon and password controlled system, files and elements are accessible only to authorized persons having an official need-to-know. Physical access to terminals, terminal rooms, buildings and activities grounds are controlled by locked terminals and rooms, guards, personnel screening and visitor registers.

RETENTION AND DISPOSAL:

Destroy 1 month after release from active duty, when superseded or when no longer needed for reference, whichever is earliest. Paper records are disposed of by burning or shredding. Electronic records are deleted from encrypted hard drives.

SYSTEM MANAGER(S) AND ADDRESS:

Commander, Navy Personnel Command (PERS-455), 5720 Integrity Drive, Millington, TN 38055-0002.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Navy Personnel Command (PERS-OOJ), 5720 Integrity Drive, Millington, TN 38055-0002.

Requests should contain full name, rank, SSN, designator, address and signature. The system manager may require an original signature or a notarized signature as a means of proving the identity of the individual requesting access to the records.

The individual may visit the Navy Personnel Command (PERS-OOJ), 5720 Integrity Drive, Millington, TN 38055-0002. Advance notification is required for personal visits. Proof of identification will consist of military identification card.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Navy Personnel Command (PERS-OOJ), 5720 Integrity Drive, Millington, TN 38055-0002.

Requests should contain full name, rank, SSN, designator, address and signature. The system manager may require an original signature or a notarized signature as a means of proving the identity of the individual requesting access to the records.

The individual may visit the Commander, Navy Personnel Command (PERS-OOJ), 5720 Integrity Drive, Millington, TN 38055-0002. Advance notification is required for personal visits. Proof of identification will consist of military identification card.

CONTESTING RECORD PROCEDURES:

The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Personnel Service Jackets; records of the officer promotion system; officials and employees of the Department of the Navy, Department of Defense, and components thereof, in performance of their official duties and as specified by current instructions and regulations promulgated by competent authority; educational institutions; official records of professional qualifications; general correspondence concerning the individual.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

July 26, 2010, 75 FR 43500; June 24, 2013, 78 FR 37801.