SYSTEM NAME:

Enterprise Support Portal (ESP)  (November 05, 2015,  80 FR 68517)

SYSTEM LOCATION:

Washington Headquarters Service, Enterprise Information Technology Services Directorate, 1155 Defense Pentagon, Room 3B957, Washington, DC 20301-1155.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Military personnel, DoD civilian employees and contractor employees assigned to the Office of the Secretary of Defense (OSD), the Pentagon Force Protection Agency (PFPA), or Washington Headquarters Services (WHS).

CATEGORIES OF RECORDS IN THE SYSTEM:

Full name, DoD ID number, work contact information (phone number, DoD email address, and physical location), alternate worksite address, alternate worksite telephone number, and alternate worksite email address. Copies of network acceptable use agreements, existence/non-existence of work related reportable items (e.g., issuance of parking passes, passports, Blackberries, laptops).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 113, Secretary of Defense; DoD Directive 5105.53, Director of Administration and Management; and DoD Directive 5110.4, Washington Headquarters Services.

PURPOSE(S):

To assist OSD Components in organizational management tasks, manpower-related tasks, and general administrative tasks related to employees by retrieving information from the authoritative sources and storing administrative information within the Enterprise Support Portal. To process network/system account requests, IT service/helpdesk requests, and facilities requests.

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

Law Enforcement Routine Use:
If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto. Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.

Disclosure to the Department of Justice for Litigation Routine Use:
A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.

Disclosure of Information to the National Archives and Records Administration Routine Use:
A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the national Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

Data Breach Remediation Purposes Routine Use:
A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

The DoD Blanket Routine Uses set forth at the beginning of the Office of Secretary of Defense (OSD) compilation of systems of records notices may apply to this system. The complete list of DoD Blanket Routine Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

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

STORAGE:

Electronic storage media.

RETRIEVABILITY:

Name and/or DoD ID number.

SAFEGUARDS:

Records are maintained in a controlled area accessible only to authorized personnel. Entry is restricted to personnel with a valid requirement and authorization to enter. Physical access is restricted by the use of locks, guards and administrative procedures. Access to personally identifiable information is role based and restricted to those who require the records in the performance of their official duties. Access is further restricted by the use of system permissions and Common Access Cards (CAC). All individuals granted access to this system must receive annual Information Assurance and Privacy Act training.

RETENTION AND DISPOSAL:

Records are destroyed three years after departure of the individual.

SYSTEM MANAGER(S) AND ADDRESS:

Manager, Enterprise System Portal, Washington Headquarters Services, 1235 S. Clark Street, Suite 920, Arlington, VA 22202-4366.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Manager, Enterprise System Portal, Washington Headquarters Services, 1235 S. Clark Street, Suite 920, Arlington, VA 22202-4366.

Requests should contain the first and last name of the individual, the DoD ID number, and be signed.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system of records should address written inquires to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Washington Headquarters Services/Executive Services Directorate, 4800 Mark Center Drive, Alexandria, VA 22350-3100.

Requests should be signed and include the first and last name, the DoD ID number, and the name and number of this system of records notice.

CONTESTING RECORD PROCEDURES:

The OSD rules for accessing records, contesting contents, and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 Code of Federal Regulations part 311; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Defense Civilian Personnel Data System, Defense Enrollment Eligibility Reporting System, Military Personnel, and Global Force Management-Data Initiative (GFM-DI).

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

November 05, 2015, 80 FR 68517; March 5, 2013, 78 FR 14275