Sorn - Dhra 07

DEPARTMENT OF DEFENSE
Office of the Secretary of Defense
Narrative Statement on an Altered System of Records
Under the Privacy Act of 1974
1. System identifier and name: DHRA 07, entitled
“National Language Service Corps Pilot Records.”
2. Responsible official: Holly Brown, Director, National
Language Service Corps, 1101 Wilson Boulevard, Suite 1210,
Arlington, VA 22209-2248, (703) 588-0860.
3. Nature of proposed changes for the Office of the
Secretary of Defense to the system: The Office of the
Secretary of Defense proposes to alter this system by
changing the following sections: system name, system
location, categories of individuals, categories of records,
authority, purpose(s), routine uses, retrievability,
safeguards, retention and disposal, system manager and
address, notification procedure, and record access
procedures.
4. Authority for the *maintenance (*maintained, collected,
used, or disseminated) of the system: 5 U.S.C. 301,
Departmental Regulations; 10 U.S.C. 131, Office of the
Secretary of Defense; DoD Directive 5124.2, Under Secretary
of Defense for Personnel and Readiness; 50 U.S.C. 1913,
National Language Service Corps.
5. Provide the agency’s evaluation on the probable or
potential affect on the privacy of individuals: In
updating this SORN, the National Language Service Corps
reviewed the safeguards established for the system to
ensure they are compliant with the DoD’s requirements and
are appropriate to the sensitivity of the information
stored within the system. Any specific routine uses have
been reviewed to ensure the minimum amount of personally
identifiable information (PII) and records retention
between the DoD and other Federal agencies, contractor
companies and civilian organizations has been established.
6. Is the system, in whole or in part, being maintained,
(maintained, collected, used, or disseminated) by a
contractor? Yes.
7. Steps taken to minimize risk of unauthorized access:
Paper records are stored in locked file cabinets, in a

locked office in a building with 24 hour security. Access
to PII, whether in paper or electronic records, is
restricted to NLSC employees and authorized contractors who
require the records in the performance of their official
duties. Access to PII stored electronically is further
restricted by the use of passwords that are changed
periodically. Physical entry to the facility hosting the
web portal is restricted by the use of locks, guards, and
administrative procedures. The concept of identification
and authentication "layered protection" is used to keep
unauthorized users out of the NLSC Records. All personnel
granted access must participate in a security training and
awareness program. This program consists of both initial
security training and annual refresher training.
8. Routine use compatibility: 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 requesting emergency
language support to facilitate U.S. efforts on the war on
terrorism or in furtherance of national security
objectives.
The DoD Blanket Routine Uses set forth at the beginning of
the Office of the Secretary of Defense compilation of
systems of records notices may apply to this notice.
9.

OMB public information collection requirements:
OMB collection required: Yes
OMB Control Number (if approved): 0704-0449
Expiration Date (if approved) or Date Submitted to
OMB: April 30, 2012

Information is collected using Department of Defense (DD)
Form 2932 (NLSC Application), DD Form 2933 (NLSC Detailed
Skills Self-Assessment) and DD Form 2934 (NLSC Global
Language Self-Assessment).
10. Name of IT system (state NONE if paper records only):
National Language Service Corps (NLSC) Records.

DHRA 07
System name:
National Language Service Corps Pilot Records (September
11, 2008, 73 FR 52839).
Changes:
System name:
Delete entry and replace with “National Language Service
Corps (NLSC) Records.”
System location:
Delete entry and replace with “National Language Service
Corps, 1101 Wilson Boulevard, Suite 1200, Arlington, VA
22209-2248.”
Categories of individuals covered by the system:
Delete entry and replace with “U.S. citizens who apply to
become or are members of the NLSC.”
Categories of records in the system:
Delete entry and replace with “Full name, other names used,
citizenship, home address, e-mail address, home and mobile
telephone numbers, verification of 18 years of age,
education level, legal status, security clearances,
employment information, foreign language(s) spoken, foreign
language proficiency levels, origin of foreign language(s)
spoken, English proficiency levels, and NLSC-assigned
control number.”
Authority for maintenance of the system:
Delete entry and replace with “5 U.S.C. 301, Departmental
Regulations; 10 U.S.C. 131, Office of the Secretary of
Defense; DoD Directive 5124.02, Under Secretary of Defense
for Personnel and Readiness (USD(P&R)); 50 U.S.C. 1913,
National Language Service Corps.”
Purpose(s):
Delete entry and replace with “To allow U.S. citizens with
language skills to self-identify their skills for the
purpose of temporary employment on an intermittent work
schedule or service opportunities in support of DoD or
another department or agency of the United States. The
information will be used to determine applicants’
eligibility for NLSC membership and to identify and contact
NLSC members.”

Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Delete entry replace with “In addition to those disclosures
generally permitted under 5 U.S.C. 552a(b) of the Privacy
Act of 1974, as amended, the records or information therein
may be disclosed outside the DoD as a routine use pursuant
to 5 U.S.C. 552a(b)(3) as follows:
To another department or agency of the United States in
need of temporary short-term foreign language services,
where government employees are required or desired.
The DoD "Blanket Routine Uses" at
http://dpclo.defense.gov/privacy/SORNs/blanket_routine_uses
.html apply.”
* * * * *
Retrievability:
Delete entry and replace with “NLSC-assigned control
number, full name, and home address.”
Safeguards:
Delete entry and replace with “Paper records are stored in
locked file cabinets, in a locked office in a building with
24 hour guards and closed circuit television. Access to
information, whether in paper or electronic records, is
restricted to NLSC employees, authorized contractors,
system developers, and administrators who require the
records in the performance of their official duties.
Access to personal information stored electronically is
further restricted by the use of usernames and passwords
that are changed periodically. Physical entry is
restricted by the use of locks, guards at the facility
hosting the web portal, and administrative procedures. The
concept of identification and authentication "layered
protection" is used to keep unauthorized users out of the
NLSC Records. All personnel granted access must
participate in a security training and awareness program.
This program consists of both initial security training and
annual refresher training.”
Retention and disposal:
Delete entry and replace with “Records are destroyed four
years after participant ends participation.”

System manager(s) and address:
Delete entry and replace with “Director, National Language
Service Corps, 1101 Wilson Boulevard, Suite 1200,
Arlington, VA 22209-2248.”
Notification procedure:
Delete entry and replace with “Individuals seeking to
determine whether information about themselves is contained
in this system should address written inquiries to the
Director, National Language Service Corps, 1101 Wilson
Boulevard, Suite 1200, Arlington, VA 22209-2248.
Signed, written requests should contain the full name,
current home address, and the name and number of this
system of records notice.”
Record access procedures:
Delete entry and replace with “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 (OSD)/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 contain the individual’s
full name, current home address, and the name and number of
this system of records notice.”
* * * * *

DHRA 07
System name:
National Language Service Corps (NLSC) Records.
System location:
National Language Service Corps, 1101 Wilson Boulevard,
Suite 1200, Arlington, VA 22209-2248.
Categories of individuals covered by the system:
U.S. citizens who apply to become or are members of the
NLSC.
Categories of records in the system:
Full name, other names used, citizenship, home address, email address, home and mobile telephone numbers,
verification of 18 years of age, education level, legal
status, security clearances, employment information,
foreign language(s) spoken, foreign language proficiency
levels, origin of foreign language(s) spoken, English
proficiency levels, and NLSC-assigned control number.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 131,
Office of the Secretary of Defense; DoD Directive 5124.02,
Under Secretary of Defense for Personnel and Readiness
(USD(P&R)); 50 U.S.C. 1913, National Language Service
Corps.
Purpose(s):
To allow U.S. citizens with language skills to selfidentify their skills for the purpose of temporary
employment on an intermittent work schedule or service
opportunities in support of DoD or another department or
agency of the United States. The information will be used
to determine applicants’ eligibility for NLSC membership
and to identify and contact NLSC members.
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 or information therein may be disclosed outside
the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:

To another department or agency of the United States in
need of temporary short-term foreign language services,
where government employees are required or desired.
The DoD "Blanket Routine Uses" at
http://dpclo.defense.gov/privacy/SORNs/blanket_routine_uses
.html apply.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders and electronic storage media.
Retrievability:
NLSC-assigned control number, full name, and home address.
Safeguards:
Paper records are stored in locked file cabinets, in a
locked office in a building with 24 hour guards and closed
circuit television. Access to information, whether in
paper or electronic records, is restricted to NLSC
employees, authorized contractors, system developers, and
administrators who require the records in the performance
of their official duties. Access to personal information
stored electronically is further restricted by the use of
usernames and passwords that are changed periodically.
Physical entry is restricted by the use of locks, guards at
the facility hosting the web portal, and administrative
procedures. The concept of identification and
authentication "layered protection" is used to keep
unauthorized users out of the NLSC Records. All personnel
granted access must participate in a security training and
awareness program. This program consists of both initial
security training and annual refresher training.
Retention and disposal:
Records are destroyed four years after participant ends
participation.
System manager(s) and address:
Director, National Language Service Corps, 1101 Wilson
Boulevard, Suite 1210, Arlington, VA 22209-2248.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address

written inquiries to the Director, National Language
Service Corps, 1101 Wilson Boulevard, Suite 1210,
Arlington, VA 22209-2248.
Signed, written requests should contain the full name,
current home address, and the name and number of this
system of records notice.
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
(OSD)/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 contain the individual’s
full name, current home address, 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
contained in OSD Administrative Instruction 81; 32 CFR part
311; or may be obtained from the system manager.
Record source categories:
Individuals.
Exemptions claimed for the system:
None.