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SYSTEM OF RECORDS NOTICES (SORNs)
DOD COMPONENT NOTICES
Office of the Secretary, DoD/Joint Staff
DMDC 02 DoD

SYSTEM NAME:
Defense Enrollment Eligibility Reporting Systems (DEERS) (November 21, 2012, 77 FR 69807).

SYSTEM LOCATION:
EDS - Service Management Center, 1075 West Entrance Drive, Auburn Hills, MI 48326-2723.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members, former members, retirees, civilian employees (includes non-appropriated fund) and contractor
employees of the DoD and all of the Uniformed Services; Presidential appointees of all Federal Government
agencies; Medal of Honor recipients; U.S. Military Academy students; non-Federal agency civilian associates (e.g.,
American Red Cross paid employees, non-DoD contract employees); DoD local national hires; DoD beneficiaries;
dependents; prior military eligible for Department of Veterans Affairs (VA) benefits; VA beneficiaries; beneficiaries
of Servicemembers' Group Life Insurance (SGLI)/ Family SGLI (FSGLI); members of the public treated for a medical
emergency in a DoD or joint DoD/VA medical facility; and individuals who require a Common Access Card to access
DoD applications (i.e., Department of Homeland Security employees, and state National Guard Employees).

CATEGORIES OF RECORDS IN THE SYSTEM:
Individual's name; Service or Social Security Number (SSN); DoD ID number; enrollment number; relationship of
beneficiary to sponsor; residence address; date of birth; gender; mother's maiden name, branch of Service; dates
of beginning and ending eligibility; number of family members of sponsor; multiple birth code/birth order; primary
unit duty location of sponsor; race and ethnic origin; occupation; rank/pay grade; character of service;
reenlistment eligibility; entitlement conditions; activations and deployments; disability documentation; wounded,
ill and injured identification information; other health information, i.e., tumor/reportable disease registry;
Medicare eligibility and enrollment data; primary and secondary fingerprints and photographs; blood test results;
Deoxyribonucleic Acid (DNA); dental care eligibility codes and dental x-rays; and Foreign National Identification
Numbers.
Patient registration data for shared DoD/VA beneficiary populations, including VA Integration Control Number
(ICN), VA patient type, patient category code and patient category name of sponsor and beneficiary, patient
location Defense Medical Information System, patient location date, identity and relationship data, command
interest code and name, command security code and name, medical fly status code.
Catastrophic Cap and Deductible (CCD) transactions, including monetary amounts; CHAMPUS/TRICARE claim records
containing enrollee, participant and health care facility, provider data such as, cause of treatment, amount of
payment, name and Social Security or tax identification number of providers or potential providers of care;
citizenship data/country of birth; civil service employee employment information (agency and bureau, pay plan
and grade, nature of action code and nature of action effective date, occupation series, dates of promotion and
expected return from overseas, service computation date); claims data; compensation data; contractor fee
payment data; date of separation of former enlisted and officer personnel; third party health insurance
information on dependents; SGLI/FSGLI beneficiaries information and amounts of coverage; demographic data

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(kept on others beyond beneficiaries) date of birth, home of record state, sex, race, education level; VA disability
payment records; digital signatures where appropriate to assert validity of data; email (home/work); emergency
contact person information; care giver information; immunization data; Information Assurance (IA) Work Force
information; language data; military personnel information (rank, assignment/deployment, length of service,
military occupation, education, and benefit usage); pharmacy benefits; reason leaving military service or DoD
civilian service; Reserve member's civilian occupation and employment information; education benefit eligibility
and usage; special military pay information; SGLI/FGLI; stored documents for proofing identity and association;
workforces information (e.g., acquisition, first responders); Privacy Act audit logs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. App. 3, Inspector General Act of 1978; 5 U.S.C. Chapter 90, Federal Long-Term Care Insurance; 10 U.S.C.
136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. Chapter 53, Miscellaneous Rights and
Benefits; 10 U.S.C. Chapter 54, Commissary and Exchange Benefits; 10 U.S.C. Chapter 55 Medical and Dental Care;
10 U.S.C. Chapter 58, Benefits and Services for Members being Separated or Recently Separated; 10 U.S.C. Chapter
75, Deceased Personnel; 10 U.S.C. 2358, Research and Development Projects; 20 U.S.C. 1070a (f)(4), Higher
Education Opportunity Act; 31 U.S.C. 3512(c), Executive Agency Accounting and Other Financial Management; 42
U.S.C. 18001 note, Patient Protection and Affordable Care Act (Public Law 111-148); 42 U.S.C. 1973ff, Federal
Responsibilities; 50 U.S.C. Chapter 23, Internal Security; DoD Directive 1000.04, Federal Voting Assistance Program
(FVAP); DoD Instruction 1100.13, Surveys of DoD Personnel; DoD Instruction 1341.2, DEERS Procedures; DoD
Instruction 3001.02, Personnel Accountability in Conjunction with Natural or Manmade Disasters; Homeland
Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and
Contractors; 38 CFR part 9.20, Traumatic injury protection; 38 U.S.C. Chapter 19, Subchapter III, Service members'
Group Life Insurance; 42 U.S.C. 18001 note, Patient Protection and Affordable Care Act (Public Law 111-148); and
E.O. 9397 (SSN), as amended.

PURPOSE(S):
To provide a database for determining eligibility for DoD entitlements and privileges; to support DoD health care
management programs, to include research and analytical projects, through TRICARE Management Activity; to
provide identification of deceased members; to record the issuance of DoD badges and identification cards, i.e.,
Common Access Cards (CAC) or beneficiary identification cards; and to detect fraud and abuse of the benefit
programs by claimants and providers to include appropriate collection actions arising out of any debts incurred as
a consequence of such programs.
To authenticate and identify DoD affiliated personnel (e.g., contractors); to grant physical and logical access to
DoD facilities; to assess manpower, support personnel and readiness functions; to perform statistical analyses;
identify current DoD civilian and military personnel for purposes of detecting fraud and abuse of benefit programs;
to register current DoD civilian and military personnel and their authorized dependents for purposes of obtaining
medical examination, treatment or other benefits to which they are entitled; to ensure benefit eligibility is
retained after separation from the military; information will be used by agency officials and employees, or
authorized contractors, and other DoD Components for personnel and manpower studies; to assist in recruiting
prior-service personnel; and to notify military members eligible to vote about information for registration and
voting procedures.
To provide appropriate contact information of DoD Personnel and beneficiaries for the purpose of conducting
surveys authorized by the Department of Defense. Authorized surveys are used as a management tool for
statistical analysis, policy planning, reporting, evaluation of program effectiveness, conducting research, to
provide direct feedback on key strategic indicators, and for other policy planning purposes.

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To maintain the Servicemembers' Group Life Insurance (SGLI) and Family SGLI (FSGLI) coverage elections and
beneficiaries' information. To provide rosters of DoD affiliated persons at the time of an official declared natural
or man-made disaster.

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, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a
(b)(3) as follows:
1. To the Office of Disability and Insurance Security Programs, for the purpose of expediting disability processing
of wounded military service members and veterans.
2. To other Federal agencies and state, local and territorial governments to identify fraud and abuse of the
Federal agency's programs and to identify debtors and collect debts and overpayment in the DoD health care
programs.
3. To each of the fifty states and the District of Columbia for the purpose of determining the extent to which
state Medicaid beneficiaries may be eligible for Uniformed Services health care benefits, including CHAMPUS,
TRICARE, and to recover Medicaid monies from the CHAMPUS program.
4. To provide dental care providers assurance of treatment.
5. To Federal agencies and/or their contractors, the Transportation Security Administration and other federal
transportation agencies, for purposes of authenticating the identity of individuals who, incident to the conduct of
official business, present the Common Access Card or other valid identification as proof of identity to gain physical
or logical access to government and contractor facilities, locations, networks, systems, or programs.
6. To State and local child support enforcement agencies for purposes of providing information, consistent with
the requirements of 29 U.S.C. 1169(a), 42 U.S.C. 666(a)(19), and E.O. 12953 and in response to a National Medical
Support Notice (NMSN) (or equivalent notice if based upon the statutory authority for the NMSN), regarding the
military status of identified individuals and whether, and for what period of time, the children of such individuals
are or were eligible for DoD health care coverage. NOTE: Information requested by the States is not disclosed
when it would contravene U.S. national policy or security interests (42 U.S.C. 653(e)).
7. To the Department of Health and Human Services (HHS):
a. For purposes of providing information, consistent with the requirements of 42 U.S.C. 653 and in response to an
HHS request, regarding the military status of identified individuals and whether the children of such individuals
are or were eligible for DoD healthcare coverage and for what period of time they were eligible. NOTE:
Information requested by HHS is not disclosed when it would contravene U.S. national policy or security interests
(42 U.S.C. 653(e)).
b. For purposes of providing information so that specified Medicare determinations, specifically late enrollment
and waiver of penalty, can be made for eligible (1) DoD military retirees and (2) spouses (or former spouses)
and/or dependents of either military retirees or active duty military personnel, pursuant to section 625 of the
Medicare Prescription Drug, Improvement, and Modernization Act of 2002 (as codified at 42 U.S.C. 1395p and
1395r).
c. To the Office of Child Support Enforcement, Federal Parent Locator Service, pursuant to 42 U.S.C. 653 and
653a; to assist in locating individuals for the purpose of establishing parentage; establishing, setting the amount

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of, modifying, or enforcing child support obligations; or enforcing child custody or visitation orders; the
relationship to a child receiving benefits provided by a third party and the name and SSN of those third party
providers who have a legal responsibility. Identifying delinquent obligors will allow state child support
enforcement agencies to commence wage withholding or other enforcement actions against the obligors.
d. For purposes of providing information to the Centers for Medicare and Medicaid Services (CMS) to account for
the impact of DoD healthcare on local reimbursement rates for the Medicare Advantage program as required in 42
CFR 422.306.
8. To the American Red Cross for purposes of providing emergency notification and assistance to members of the
Armed Forces, retirees, family members or survivors.
9. To the Department of Veterans Affairs (DVA):
a. To provide uniformed service personnel, pay and wounded, ill and injured identification data for present and
former uniformed service personnel for the purpose of evaluating use of veterans' benefits, validating benefit
eligibility and maintaining the health and well-being of veterans and their family members.
b. To provide identifying uniformed service personnel data to the DVA and its insurance program contractor for the
purpose of conducting outreach and administration of benefits to qualified Service Members, Veterans and their
dependents (38 U.S.C. 1977), notifying separating eligible Reservists of their right to apply for Veteran's Group Life
Insurance coverage under the Veterans Benefits Improvement Act of 1996 (38 U.S.C. 1968) and for DVA to
administer the Traumatic Servicemember's Group Life Insurance (TSGLI) (Traumatic Injury Protection Rider to
Servicemember's Group Life Insurance (TSGLI), 38 CFR part 9.20).
c. To register eligible veterans and their dependents for DVA programs.
d. To provide former uniformed service personnel and survivor's financial benefit data to DVA for the purpose of
identifying retired pay and survivor benefit payments for use in the administration of the DVA's Compensation and
Pension Program (38 U.S.C. 5106). The information is to be used to process all DVA award actions more efficiently,
reduce subsequent overpayment collection actions, and minimize erroneous payments.
e. To provide identifying uniformed service personnel data to the DVA for the purpose of notifying such personnel
of information relating to educational assistance as required by the Veterans Programs Enhancement Act of 1998
(38 U.S.C. 3011 and 3034).
f. Providing to the Veterans Benefits Administration, DVA uniformed service personnel and financial data for the
purpose of determining initial eligibility and any changes in eligibility status to insure proper payment of benefits
for GI Bill education and training benefits by the DVA under the Montgomery GI Bill (10 U.S.C., Chapter 1606 Selected Reserve and 38 U.S.C., Chapter 30 - Active Duty), the REAP educational benefit (Title 10 U.S.C, Chapter
1607), and the National Call to Service enlistment educational benefit (10, Chapter 510), the Post 9/11 GI Bill (38
U.S.C., Chapter 33) and The Transferability of Education Assistance to Family Members. The administrative
responsibilities designated to both agencies by the law require that data be exchanged in administering the
programs.
10. To Federally Funded Research Centers and grantees for the purpose of performing research on manpower
problems for statistical analyses.
11. To consumer reporting agencies to obtain current addresses of separated uniformed services personnel to
notify them of potential benefits eligibility.

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12. To Defense contractors to monitor the employment of former DoD employees and uniformed service personnel
subject to the provisions of 41 U.S.C. 423.
13. To Federal and quasi Federal agencies, territorial, state, and local governments to support personnel functions
requiring data on prior uniformed service personnel credit for their employees or for job applications. To
determine continued eligibility and help eliminate fraud and abuse in benefit programs and to collect debts and
over payments owed to these programs. Information released includes name, SSN, and military or civilian address
of individuals. To detect fraud, waste and abuse pursuant to the authority contained in the Inspector General Act
of 1978, as amended (Pub. L. 95-452) for the purpose of determining eligibility for, and/or continued compliance
with, any Federal benefit program requirements.
14. To Federal and quasi Federal agencies, territorial, state and local governments, and contractors and grantees
for the purpose of supporting research studies concerned with the health and well-being of active duty, reserve,
and retired uniformed service personnel or veterans, to include family members. DMDC will disclose information
from this system of records for research purposes when DMDC:
a. has determined that the use or disclosure does not violate legal or policy limitations under which the record
was provided, collected, or obtained;
b. has determined that the research purpose (1) cannot be reasonably accomplished unless the record is provided
in individually identifiable form, and (2) warrants the risk to the privacy of the individual that additional exposure
of the record might bring;
c. has required the recipient to (1) establish reasonable administrative, technical, and physical safeguards to
prevent unauthorized use or disclosure of the record, and (2) remove or destroy the information that identifies the
individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of
the research project, unless the recipient has presented adequate justification of a research or health nature for
retaining such information, and (3) make no further use or disclosure of the record except (A) in emergency
circumstances affecting the health or safety of any individual, (B) for use in another research project, under these
same conditions, and with written authorization of the Department, (C) for disclosure to a properly identified
person for the purpose of an audit related to the research project, if information that would enable research
subjects to be identified is removed or destroyed at the earliest opportunity consistent with the purpose of the
audit, or (D) when required by law;
d. has secured a written statement attesting to the recipients' understanding of, and willingness to abide by these
provisions.
15. To Federal and State agencies for purposes of obtaining socioeconomic information on uniformed service
personnel so that analytical studies can be conducted with a view to assessing the present needs and future
requirements of such personnel.
16. To Federal and State agencies to validate demographic data (e.g., SSN, citizenship status, date and place of
birth, etc.) for individuals in DMDC personnel and pay files so that accurate information is available in support of
DoD requirements.
17. To the Bureau of Citizenship and Immigration Services, Department of Homeland Security, for purposes of
facilitating the verification of individuals who may be eligible for expedited naturalization (Pub. L. 108-136,
Section 1701, and E.O. 13269, Expedited Naturalization).

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18. To the Department of Homeland Security for the conduct of studies related to the health and well-being of
Coast Guard members and to authenticate and identify Coast Guard personnel.
19. To Coast Guard recruiters in the performance of their assigned duties.
20. To Federal Agencies, to include OPM, United States Postal Service, Executive Office of the President and
Administrative Office of the Courts; Department of Health and Human Services; Department of Education;
Department of Veterans Affairs to conduct computer matching programs regulated by the Privacy Act of 1974, as
amended (5 U.S.C. 552a), for the purpose of:
a. Providing all members of the Reserve Component of the Armed Forces to be matched against the Federal
agencies for identifying those Reserve Component Service members that are also Federal civil service employees
with eligibility for the Federal Employees Health Benefits (FEHB) program. This disclosure by the Federal agencies
will provide the DoD with the FEHB program eligibility and Federal employment information necessary to
determine initial and continuing eligibility for the TRICARE Reserve Select (TRS) program and the TRICARE Retired
Reserve (TRR) program (collectively referred to as purchased TRICARE programs). Reserve Component members
who are not eligible for FEHB program are eligible for TRS (section 1076d of title 10) or TRR (section 1076e of title
10).
b. Providing all members of the Reserve Component of the Armed Forces to be matched against the Federal
agencies for the purpose of identifying the Ready Reserve Component Service members who are also employed by
the Federal Government in a civilian position, so that reserve status can be terminated if necessary. To
accomplish an emergency mobilization, individuals occupying critical civilian positions cannot be mobilized as
Reservists.
c. Providing to the Department of Education for the purpose of identifying dependent children of those Armed
Forces members killed in Operation Iraqi Freedom and Operation Enduring Freedom (OIF/OEF), Iraq and
Afghanistan Only, for possible benefits.
d. Providing to the Centers for Medicaid and Medicare Services, Department of Health and Human Service, for the
purpose of identifying DoD eligible beneficiaries both over and under the age of 65 who are Medicare eligible.
Current law requires TMA to discontinue military health care benefits to Military Heath Services beneficiaries who
are Medicare eligible unless they are enrolled in Medicare Part B.
e. Providing to the Veterans Benefits Administration, DVA uniformed service data for the purpose of determining
eligibility and any changes in eligibility status to insure proper administration of benefits for GI Bill education and
training benefits under the Montgomery GI Bill (10 U.S.C., Chapter 1606 - Selected Reserve and 38 U.S.C., Chapter
30 - Active Duty), the Post 9/11 GI Bill (38 U.S.C., Chapter 33).
f. Providing to the Centers for Medicaid and Medicare Services, Department of Health and Human Services, for the
purpose of verifying individual's healthcare eligibility status, in accordance with the Affordable Care Act. Data
provided to CMS will be used to make eligibility determinations for insurance affordability programs, administered
by Medicaid, the Children's Health Insurance Program (CHIP), the Basic Health Program (BHP) and the American
Health Benefit Exchange.
21. To Federal and contractor medical personnel at joint DoD/VA health care clinics, for purposes of
authenticating the identity of individuals who are registered as patients at the clinic and maintaining, through the
correlation of DoD ID number and Integration Control Number (ICN), a shared population of DoD and VA
beneficiaries who are users of the clinic.

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The DoD Blanket Routine Uses published 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:
Records about individuals are retrieved by an algorithm which uses name, SSN, date of birth, rank, and duty
location as possible inputs. €Retrievals are made on summary basis by geographic characteristics and location and
demographic characteristics. €Information about individuals will not be distinguishable in summary retrievals.
€Retrievals for the purposes of generating address lists for direct mail distribution may be made using selection
criteria based on geographic and demographic keys.

SAFEGUARDS:
Computerized records are maintained in a controlled area accessible only to authorized personnel. €Entry to these
areas is restricted to those personnel with a valid requirement and authorization to enter. €Physical entry is
restricted by the use of locks, guards, and administrative procedures (e.g., fire protection regulations).
Access to personal information is restricted to those who require the records in the performance of their official
duties, and to the individuals who are the subjects of the record or their authorized representatives. €Access to
personal information is further restricted by the use of passwords, which are changed periodically. €All individuals
granted access to this system of records are to have received Information Assurance and Privacy Act training.

RETENTION AND DISPOSAL:
Hardcopy version of DD Form 1172: Destroy once written to optical disk.
Optical disks: Destroy primary and backup copies after 5 years.
The DEERS database is Permanent:€ Cut off (take a snapshot) at end of Fiscal Year and transfer to the National
Archives and Record Administration in accordance with 36 CFR 1228.270 and 36 CFR 1234. (N1-330-03-01)
Output records (electronic or paper summary reports) are deleted or destroyed when no longer needed for
operational purposes. €Note: This disposition instruction applies only to record keeping copies of the reports
retained by DMDC. €The DoD office requiring creation of the report should maintain its record keeping copy in
accordance with NARA approved disposition instructions for such reports.

SYSTEM MANAGER(S) AND ADDRESS:
Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 939556771.

NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this system should address
written inquiries to the Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling
Road, Seaside, CA 93955-6771.
€
Written requests should contain the full name, SSN, date of birth, and current address and telephone number of
the individual.

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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, 1155 Defense Pentagon, Washington, DC 20301-1155.
Written requests should contain the name and number of this system of records notice along with the full name,
SSN, date of birth, and current address and telephone number of the individual and be signed.

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 and the personnel, pay, and benefit systems of the military and civilian departments and agencies of
the Uniformed Services, VA, and other Federal agencies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.

FEDERAL REGISTER HISTORY:
August 3, 2011, 76 FR 46757; November 21, 2012, 77 FR 69807

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