Office of the Secretary, DoD/Joint Staff

DWHS E06

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SYSTEM NAME:

Correspondence and Task Management System (CATMS)  (April 09, 2014,  79 FR 19583)

SYSTEM LOCATION:

Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals who either initiated, or are the subject of communications with the Office of the Secretary of Defense and individuals who are the subject of personnel and staffing packages coordinated in CATMS.

CATEGORIES OF RECORDS IN THE SYSTEM:

The Correspondence Management Division module (CMD module) may contain the name (last name and first initial) and contact information (mailing address, telephone number, fax number, e-mail address) of individuals writing to the Secretary of Defense.  Types of correspondence typically include inquiries and other communications pertaining to any matter under the cognizance of the Secretary of Defense such as complaints, appeals, grievances, requests for investigations, alleged improprieties, personnel actions, medical reports, intelligence, and related matters associated with the mission and business activities of the department.  They may be either specific or general in nature and include such personal information as an individual's name, Social Security Number (SSN), date and place of birth, description of events or incidents of a sensitive or privileged nature, commendatory or unfavorable data.

The Task Management Tracker tool (TMT) tracks the tasking and coordination of responses for CMD module as well as staff packages pertaining to members of the military, civilian DoD employees and contractors.  Examples of such packages include assignment requests, awards, nominations, promotions, and presidential support letters; condolence letters, retirement letters and letters of appreciation; Senior Executive Service letters and pay adjustments, appointment letters, certificates, Secretary of Defense letters of appreciation, travel requests, military airlift requests, and similar staff actions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 113, Secretary of Defense; DoD Directive 5105.53, Director of Administration and Management (DA&M); DoDD 5110.04, Washington Headquarters Services (WHS); and E.O. 9397 (SSN), as amended.

PURPOSE(S):

The CATMS is comprised of the CMD and the TMT  which support the functions of the Department of Defense by maintaining a record of actions taken and responses to the President, White House staff, other Cabinet officials, Congress, state and local officials, corporate officials, members of the Department of Defense and the public.  The CMD module supports the Secretary of Defense for the control and tracking of actions taken and responses from the Secretary to the President, White House staff, other Cabinet officials, Congress, state and local officials, corporate officials, members of the Department of Defense and the public.  This includes full life-cycle management from receipt, control of metadata and image, tasking the OSD Components, Joint Staff, Services and other DoD agencies for action and records management.

The TMT is used by component Offices of the Secretary of Defense to process and manage the staffing and coordination of actions to, from, and within components in the conduct of official daily business.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to the disclosures generally permitted under 5 U.S.C. 552a (b) of the Privacy Act of 1974, as amended, the records contained herein 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 Office of the Secretary of Defense (OSD) 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:

Electronic storage media

RETRIEVABILITY:

Last name and first name initial of the individual, subject and date of the document.

SAFEGUARDS:

Records are maintained in a controlled facility.  Physical entry is restricted by the use of multiple locks, guards, intrusion detection system, and is accessible only to authorized personnel.  Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Multi-factor authentication is required to access CATMS.  Role-based security is in place to allow only the person(s) associated with the specific staff action access to the data.  Records are protected with strong Secure Socket Layer encryption and backups are encrypted and stored off-site.  Periodic security audits are conducted.  All users are required to complete Information Assurance and Privacy training annually.

RETENTION AND DISPOSAL:

Routine Personnel Staff Actions: 1-7 years and destroyed.

Mission Related Significant Correspondence Actions: 7 years-Permanent.  Permanent records are generally retained for a minimum of 25 years before being transferred to NARA.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155.

The requests should contain the individual's last name and first initial, subject, and document date.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act, Requester Service Center, Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 20301-1155.

Signed, written requests should include the individuals last name and first initial, subject, date of document (date of correspondence) and the name and number of this system of records notice.

CONTESTING RECORD PROCEDURES:

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

RECORD SOURCE CATEGORIES:

Individuals sending correspondence to the Secretary of Defense and other high level DoD officials and official records used in developing responses or staff packages.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

During the staffing and coordination of actions to, from, and within components in conduct of daily business, exempt materials from other systems of records may in turn become part of the case record in this document control system. To the extent that copies of exempt records from those "other" systems of records are entered into this system, the Office of the Secretary of Defense hereby claims the same exemptions for the records from those "other" systems that are entered into this system, as claimed for the original primary system of which they are a part.

Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, to preserve the confidentiality and integrity of Federal testing materials, and to safeguard evaluation materials used for military promotions when furnished by a confidential source. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a.

An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553 (b) (1), (2), and (3) (c), and (e) and published in 32 CFR part 311. For additional information contact the system manager.

FEDERAL REGISTER HISTORY:

August 19, 2009, 74 FR 41870; September 13, 2012, 77 FR 56629; April 9, 2014, 79 FR 19583.