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DMDC 10 DoD

System Name:

Defense Biometric Identification Data System (DBIDS) (April 1, 2011, 76 FR 18191).

System Location:

Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771.

For a list of installations using this system, contact the system manager.

Categories of Individuals Covered By the System:

All individuals who request or have been granted physical access to DoD installations and facilities or using facilities interfacing with Defense Manpower Data Center Physical Access Control Systems. All individuals who have been or will be denied access to a DoD installation or facility using or interfacing with Defense Manpower Data Center Physical Access Control System based on the decision of the facility commander in charge of physical access control.

Categories of Records in the System:

Personal data includes a form of unique identification including but not limited to: Social Security Number (SSN), DoD ID number, Driver’s License Number, Passport Number, State ID and/or Tax ID Number; name, grade, status, date and place of birth, weight, height, eye color, hair color, gender, nationality, race, tribe, , country of citizenship, home and work addresses, personal and work e-mail addresses and telephone numbers, marital status, index fingerprints or 10-print rolled and slapped fingerprints, iris scans, hand geometry and/or photographs, dates of issue and expiration of facility and installation access credentials.

Privately owned vehicle information includes name of vehicle manufacturer, model year, color and vehicle type, license plate type (e.g., personal, commercial) and number, vehicle identification number (VIN), and current registration, automobile insurance, and driver's license data.

Information on personal property stored on a military installation or facility contains data on government-issued and personal weapons, such as type, serial number, manufacturer, caliber, and firearm registration date; storage location data to include unit, room, building, and phone number; and type(s) of personal property (e.g., bicycles) and description of property, serial number, and color.

Authority for Maintenance of the System:

10 U.S.C. 113, Secretary of Defense; Directive-Type Memorandum (DTM) 09-012, Interim Policy Guidance for DoD Physical Access Control; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Instruction 5200.08, Security of DoD Installations and Resources; DoD 5200.08-R, Physical Security Program; and E.O. 9397 (SSN), as amended.

Purpose(s):

The records support DoD physical security and information assurance programs, to issue individual facility/installation access credentials, and for identity verification purposes. The system also is used to record personal vehicles and property registered with the DoD and for producing facility management reports. The records may be accessed by other physical access control systems for further verification at other sites. Records may also be used for law enforcement purposes.

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, these records 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 Secretary of Defense (OSD) compilation of systems of records notices apply to this system.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

Storage:

Paper file folders and electronic storage media.

Retrievability:

Retrieved primarily by name, unique idenifier, vehicle identifiers, or weapon identification data. However, data may also be retrieved by other data elements such as passport number, photograph, fingerprint data, and similar elements in the database.

Safeguards:

Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry is restricted by the use of locks, guards, and administrative procedures. Access to personal information is role based and limited to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of unique logon and passwords, which are changed periodically, or by two factor authentication including biometric verification.

Retention and Disposal:

Discontinue records on deactivation or confiscation of access credentials. Delete data no less than 3 years old and no later than 5 years. Data is deleted between these 3-5 year period when no longer needed.

System Manager(s) and Address:

Deputy for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Suite 04E25, Alexandria, VA 22350.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy for Identity, Defense Manpower Data Center, 4800 Mark Center Drive, Suite 04E25, Alexandria, VA 22350.

Written requests should contain the full name, SSN, date of birth, installation name and/or region the record was created and current address and telephone number of the individual.

Record Access Procedures:

Individuals seeking access to information 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, 4800 Mark Center Drive, Alexandria, VA 22350-3100.

Written requests should contain the name and number of this system of records notice along with the full name, SSN, date of birth, installation name and/or region record was created and current address and telephone number of the individual and be signed.

Contesting Record Procedures:

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

Record Source Categories:

Data is collected from the individual, the Defense Enrollment Eligibility Reporting System (DEERS), the Military Services, and the DoD Components.

Exemptions Claimed for the System:

None.