Office of the Secretary, DoD/Joint Staff

DWHS M01

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SYSTEM NAME:

WHS Living Disaster Recovery Planning System (LDRPS) Records  (April 09, 2014,  79 FR 19587)

SYSTEM LOCATION:

Washington Headquarters Services (WHS), Enterprise Information Technology Services Directorate (EITSD), 1155 Defense Pentagon, Washington, DC 20301-1155.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Office of Director of Administration and Management (ODA&M) (minus Pentagon Force Protection Agency (PFPA)) and WHS civilian, military, and contractor personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name; directorate; agency; type (civilian, military or contractor); duty title; division; sub-division; work shift; fax; pager; short message service (SMS); work blackberry; work location; room number; work phone and email; personal email; personal cell number; home phone number; emergency contact first and last name; emergency contact relationship; emergency contact phone number; emergency contact alternate phone number; key card; WHS Emergency Support Function (ESF); ESF number; ESF training certificate and date; and Continuity of Operations (COOP) deployer.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order 12656, Assignment of Emergency Preparedness Responsibilities, November 18, 1988, as amended; Presidential Decision Directive 67, Enduring Constitutional Government and Continuity of Government Operations, October 21, 1998; Federal Preparedness Circular 65, Federal Executive Branch Continuity of Operations, June 15, 2004; DoD Directive 3020.26, Department of Defense Continuity Programs, January 9, 2009; DoDD 5110.04, Washington Headquarters Services (WHS), March 27, 2013.

PURPOSE(S):

To assist ODA&M WHS directorates in notifying personnel via an automated notification system (e.g., Notifind) during a COOP exercise or event and to match key personnel with essential functions.

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 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 Blanket Routine Uses set forth at the beginning of the 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:

Individual’s name, work location and directorate.

SAFEGUARDS:

Records are maintained in a DoD controlled facility.  Physical entry is restricted by the use of locks, guards and is accessible only to authorized personnel.  Access to records is limited to personnel responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.  Access to computerized data is restricted by Common Access Card.

RETENTION AND DISPOSAL:

Temporary.  Cut off when superseded or obsolete, destroy immediately after cut off.

SYSTEM MANAGER(S) AND ADDRESS:

Washington Headquarters Services, Continuity of Operations and Emergency Management Program Manager, 9600 Defense Pentagon, Washington, DC 20301-0001.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Washington Headquarters Services, Continuity of Operations and Emergency Management Program Manager, 9600 Defense Pentagon, Washington, DC 20301-0001.

Requests should contain individual’s full name, office name where they were assigned or affiliated, and office address and telephone number applicable to the period during which the records were maintained.

RECORD ACCESS PROCEDURES:

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

Signed, written requests should contain individual’s full name, office name where they were assigned or affiliated, and office address and telephone number applicable to the period during which the records were maintained.

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:

Individual, supervisors, and emergency personnel coordinators.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

December 18, 2007, 72 FR 71664; April 9, 2014, 79 FR 19587.