Office of the Secretary, DoD/Joint Staff

DHRA 15 DoD

PRINT  |  E-MAIL

SYSTEM NAME:

Computer/Electronic Accommodations Program  (October 20, 2014,  79 FR 62602)

SYSTEM LOCATION:

Computer/Electronic Accommodations Program, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All federal employees and members of the Armed Forces with disabilities that can be addressed with assistive technology solutions.

CATEGORIES OF RECORDS IN THE SYSTEM:

Full name; prior assistive technology solutions provided to the individual; work email, mailing address, and telephone number; federal agency; Computer/Electronic Accommodations Program (CAP) request number; disability data; verification of disability; history of accommodations being sought, and their disposition, and other documentation used in support of the request for an assistive technology solution.  Product and vendor contact information includes vendor name and address, vendor alias, phone number, fax number, email address, web address, order submission preference, orders, invoices, declination, and cancellation data for the product and identification of vendors, vendor products used, and product costs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 1582, Assistive Technology, Assistive Technology Devices, and Assistive Technology Services; 29 U.S.C. 794d, Electronic and Information Technology; 42 U.S.C. Chapter 126, Equal Opportunity For Individuals With Disabilities; and DoD Instruction 6025.22, Assistive Technology (AT) for Wounded Service Members.

PURPOSE(S):

To administer a centrally funded program that provides assistive (computer/electronic) technology solutions to individuals with hearing, visual, dexterity, cognitive, and/or communications impairments in the form of an accessible work environment. The system documents and tracks provided computer/electronic accommodations. Also, used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research.

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: To Federal Government agencies participating in the CAP for purposes of providing information as necessary to permit the agency to carry out its responsibilities under the program. To commercial vendors for purposes of providing information to permit the vendor to identify and provide assistive technology solutions for individuals with disabilities. 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:

Full name, CAP request number, and work telephone number.

SAFEGUARDS:

Records are maintained in controlled areas accessible only to authorized DoD personnel, including system users, developers, and system administrators, and authorized contractors.  Access to personal information is further restricted by the use of Common Access Card and user ID/passwords, intrusion detection system, encryption, firewalls, virtual private network, and DoD public key infrastructure certificates. Records are maintained in a controlled facility where physical entry is restricted by the use of cipher locks, guards, and closed circuit TV.  Administrative procedures, including periodic security audits and methods to ensure only authorized personnel access Personally Identifiable Information (PII).

RETENTION AND DISPOSAL:

Destroyed three (3) years after employee's separation from the agency or all appeals are concluded, whichever is later.

SYSTEM MANAGER(S) AND ADDRESS:

Senior Program Manager, Computer/Electronic Accommodations Program, 1700 N. Moore Street, Suite 1000, Arlington, VA 22209-1953.

NOTIFICATION PROCEDURE:

Individuals seeking to determine if information about themselves is contained in this system of records should address written inquiries to Defense Human Resources Activity, CAP Senior Program Manager, 1700 N. Moore Street, Suite 1000, Arlington, VA 22209-1953. Signed, written request should contain full name, CAP request number, and work telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system 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 request should contain full name, federal agency, CAP request number, and work telephone number, 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:

Individual and vendor.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

DHA 14 August 11, 2011, 76 FR 49753; October 20, 2014, 79 FR 62602.