System of Records Notice

Billing Code:
DEPARTMENT OF DEFENSE
Department of the Navy
[Docket ID:
Privacy Act of 1974; System of Records
AGENCY: Department of the Navy, DoD.
ACTION: Notice to add a New System of Records.
SUMMARY: The Department of the Navy proposes to add a new
system of records, N01130-1, entitled “Navy Recruiting System.” This
system is used to manage and contribute to the recruitment of
qualified men and women for officer programs and the active and
reserve components of the Navy; to ensure quality military
recruitment and to maintain records pertaining to the
applicant’s personal profile for purposes of evaluation for
fitness for commissioned service; and to provide historical data
for comparison of current applicants with those selected in the
past.
DATES: Comments will be accepted on or before [INSERT DATE 30
DAYS AFTER DATE OF PUBLICATION IN THE FEDERAL REGISTER]. This
proposed action will be effective on the date following the end
of the comment period unless comments are received which result
in a contrary determination.
ADDRESSES: You may submit comments, identified by docket number
and title, by any of the following methods:
*
Federal Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
*
Mail: Department of Defense, Office of the Deputy
Chief Management Officer, Directorate of Oversight and
Compliance, Regulatory and Audit Matters Office, 9010 Defense
Pentagon, Washington, DC 20301-9010.
Instructions: All submissions received must include the agency
name and docket number for this Federal Register document. The
general policy for comments and other submissions from members
of the public is to make these submissions available for public
viewing on the Internet at http://www.regulations.gov as they are
received without change, including any personal identifiers or
contact information.
FOR FURTHER INFORMATION CONTACT: Ms. Robin Patterson, Head,
PA/FOIA Office (DNS-36), Department of the Navy, 2000 Navy

Pentagon, Washington, DC 20350-2000, or by phone at (202) 6856545.
SUPPLEMENTARY INFORMATION: The Department of the Navy's notices
for systems of records subject to the Privacy Act of 1974 (5
U.S.C. 552a(r)), as amended, have been published in the Federal
Register and are available from the address in FOR FURTHER
INFORMATION CONTACT or from the Defense Privacy and Civil
Liberties Division website at http://dpcld.defense.gov/.
The proposed systems reports, as required by 5 U.S.C. 552a(r) of
the Privacy Act, as amended, were submitted on INSERT DATE, to
the House Committee on Oversight and Government Reform, the
Senate Committee on Homeland Security and Governmental Affairs,
and the Office of Management and Budget (OMB) pursuant to
paragraph 4c of Appendix I to OMB Circular No. A-130, “Federal
Agency Responsibilities for Maintaining Records About
Individuals,” dated February 8, 1996, (February 20, 1996, 61 FR
6427).
Dated:

Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

N01130-1
System name:
Navy Recruiting System
System locations:
SPAWARCEN Atlantic New Orleans:
Orleans, LA 70122-3533.

2251 Lakeshore Drive, New

Navy Recruiting Command, 5722 Integrity Drive, Millington, TN
38054-5057.
SPAWAR System Center San Diego: 53560 Hull Street, San Diego, CA
92152

Categories of individuals covered by the system:
Applicants and prospective applicants who have made applications
for career opportunities offered by the United States Navy, to
include officer and enlisted programs for both the active and
reserve components.
Categories of records in the system:
Personal and medical history, immediate family information,
educational background, professional qualifications, physical
qualifications, mental aptitude, character evaluations,
biometric data, and the results of national agency checks and
background investigations.
Records and correspondence to include: Name, Social Security
Number (SSN), DoD ID number, date of birth, place of birth,
gender, race/ethnicity, citizenship, proof of legal status,
marital status, mailing/home addresses, home telephone number,
personal cell number, personal/home email address, religious
preference, security clearance, driver license number, branch
of service, military records, reenlistment code, prior service
dates, type of discharge and discharge date; past and present
income, debt, and current status of all accounts; past and
present records of medical conditions and treatment;
documentation of the reason and status of any disability
determinations; records checks on all past law violations; past
and present employer's names, addresses, contact information,
and the periods of employment for each employer; name, address,
and phone number of all educational institutions, level of
education completed, dates and time periods of attendance, and
transcripts from the listed institutions; emergency contact,
digital photograph, and biometric fingerprints.

Immediate family information includes: mother’s maiden and
middle name; spouse’s name, current address, date of birth, SSN,
phone number, place of employment; child’s name, current
address, date of birth, and SSN.
Authority for maintenance of the system:
10 U.S.C. 5013, Secretary of the Navy; 5 U.S.C. 301,
Departmental Regulations, 5 U.S.C. 302, Delegation of Authority;
10 U.S.C. 531-533 Sections governing authority to appoint
officers; 10 U.S.C. 133, Under Secretary of Defense for
Acquisition, Technology and Logistics; DoD Directive 5134.01,
Under Secretary of Defense for Acquisition, Technology, and
Logistics (USD(AT&L)); 10 U.S.C. 503, Enlistments: recruiting
campaigns; compilation of information directory; 10 U.S.C. 504,
Persons not qualified; 10 U.S.C. 508, Reenlistment:
qualifications; 10 U.S.C. 510, Enlistment incentives for pursuit
of skills to facilitate national service; 10 U.S.C. 1071,
Purpose of this chapter; 10 U.S.C. 1072, Definitions; 10 U.S.C.
1073, Administration of this chapter; 10 U.S.C. 1074, Medical
and dental care for members and certain former members; 10
U.S.C. 1076, Medical and dental care for dependents: general
rule; 10 U.S.C. 1077, Medical care for dependents: authorized
care in facilities of uniformed services; 10 U.S.C. 1078,
Medical and dental care for dependents: charges; 10 U.S.C. 1079,
Contracts for medical care for spouses and children: plans; 10
U.S.C. 1080, Contracts for medical care for spouses and
children: election of facilities; 10 U.S.C. 1081, Contracts for
medical care for spouses and children: review and adjustment of
payments; 10 U.S.C. 1082, Contracts for health care: advisory
committees; 10 U.S.C. 1083, Contracts for medical care for
spouses and children: additional hospitalization; 10 U.S.C.
1084, Determinations of dependency; 10 U.S.C. 1085, Medical and
dental care from another executive department: reimbursement; 10
U.S.C. 1086, Contracts for health benefits for certain members,
former members, and their dependents; 10 U.S.C. 1087, Programing
facilities for certain members, former members, and their
dependents in construction projects of the uniformed services;
10 U.S.C. 1168, Discharge or release from active duty:
limitations; 10 U.S.C. 1169, Regular enlistment members:
limitations on discharge; 10 U.S.C. 1209, Transfer to inactive
status list instead of separation; 10 U.S.C. 1475, Death
gratuity: death of members on active duty or inactive training
and of certain other persons; 10 U.S.C. 1476, Death gratuity:
death after discharge or release from duty or training; 10
U.S.C. 1477, Death gratuity: eligible survivors; 10 U.S.C. 1478,
Death gratuity: amount; 10 U.S.C. 1479, Death gratuity:

delegation on determination, payments; 10 U.S.C. 1480, Death
gratuity: miscellaneous provisions; 10 U.S.C 1553, Review of
discharge or dismissal; 10 U.S.C. Subtitle A: General Military
Law; 10 U.S.C. 591, Reference to chapters 1205 and 1207; 10
U.S.C. 1293, Twenty years or more: warrant officers; 10 U.S.C.
716, Commissioned officers: transfers among the armed forces,
the National Oceanic and Atmospheric Administration, and the
Public Health Service; 10 U.S.C. 2107, Financial assistance
program for specially selected members; 10 U.S.C. 2122,
Eligibility for participation; Merchant Marine Act of 1939, as
amended; E.O. 10450, Security requirements for Government
employment; E.O. 12107, Relating to the Civil Service Commission
and labor-management in the Federal Service; DoD 6025.18-R, DoD
Health Information Privacy Regulation; and E.O. 9397 (SSN), as
amended.
Purpose(s):
To manage and contribute to the recruitment of qualified men and
women for officer programs, and enlistment into the active and
reserve components of the Navy. To ensure quality military
recruitment and to maintain records pertaining to the
applicant’s personal profile for purposes of evaluation for
fitness for commissioned service. To provide historical data
for comparison of current applicants with those selected in the
past.
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 therein may specifically be disclosed outside
the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
To officials and employees of the Department of Transportation
in the performance of their official duties relating to the
recruitment of Merchant Marine personnel.
To officials and employees of other departments and agencies of
the Executive Branch of government, upon request, in the
performance of their official duties related to the management
of quality military recruitment.
To officials and employees of the Department of Veterans Affairs
and Selective Service Administration in the performance of their

official duties related to enlistment and reenlistment
eligibility and related benefits.
The DoD Blanket Routine Uses set forth at the beginning of
the Department of the Navy’s compilation of systems of
records notices may apply to this system. The complete list
of DoD blanket routine uses can be found online at:
http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUse
s.aspx. 
NOTE: This system of record contains Individually Identifiable
Health Information. The DoD Health Information Privacy
Regulation (DoD 6025.18-R) issued pursuant to the Health
Insurance Portability and Accountability Act of 1996, applies to
most such health information. DoD 6025-18-R may place
additional procedural requirements on the uses and disclosures
of such information beyond those found in the Privacy Act of
1974 or mentioned in this system of records notice.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and electronic storage media.
Retrievability:
Name, SSN, and address.
Safeguards:
Access is limited to those individuals who have been properly
trained, screened, and have a need-to-know. Paper records are
kept in file cabinets and offices are locked after working
hours. Information maintained on a computer requires Common
Access Card (CAC), Public Key Infrastructure (PKI), and/or User
ID and password. Physical access is controlled by 24-hour
security guards.
Retention and disposal:
Records are retained and destroyed in accordance to the Record
Management Manual (SECNAV M-5210.1). There are various
requirements under this regulation for record retention and
disposal, which depend on the type of record in question.
For officer recruiting records: Control card records and summary
record forms will be destroyed either when an applicant is
commissioned or five years after the applicant is rejected,
whichever is earlier; withdrawn or rejected applications for

commission will be destroyed after rejection determination is
made by Commander, Navy Recruiting Command; correspondence with
the individual applicants for commission, prospective
applicants, or other interested individuals will be destroyed
after six months.
For enlisted recruiting records: correspondence with individuals
requesting general information regarding enlistment or
reenlistment will be destroyed after two years; congressional
and low quality recruit reports after two years; pre-enlistment
and enlistment papers for enlistment personnel (including
investigations, medical examinations, parental consents, birth
certificates, and waivers) will be transferred to FRC when one
year old and destroyed when after four years; card (summary)
records or individual data cards of accepted and rejected
applicants for enlistment in the Naval Services will be
destroyed after five years. Records are destroyed by shredding,
burning, degaussing, and erasing.
System manager(s) and address:
Commander, Navy Recruiting Command, 5722 Integrity Drive,
Millington, TN 38054-5057.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system of records should submit
written inquiries to the Commander, Navy Recruiting Command
(ATTN: Privacy Act Coordinator), 5722 Integrity Drive,
Millington, TN 38054-5057, or to the applicable Navy Recruiting
District as listed under U.S. Government in the white pages of
the telephone book.
Requests should contain the individual’s full name, address,
SSN, and signature.
The system manager may require an original signature or a
notarized signature as a means of proving the identity of the
individual.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should submit written inquiries to the
Commander, Navy Recruiting Command (ATTN: Privacy Act
Coordinator), 5722 Integrity Drive, Millington, TN 38054-5057,
or to the applicable Navy Recruiting District as listed under
U.S. Government in the white pages of the telephone book.

Requests should contain the individual’s full name, address,
SSN, and signature.
The system manager may require an original signature or a
notarized signature as a means of proving the identity of the
individual requesting access to the records.
Contesting record procedures:
The Navy’s rules for accessing records, and for contesting
contents and appealing initial agency determinations are
published in Secretary of the Navy Instruction 5211.5; 32 CFR
part 701, or may be obtained from the system manager.
Record source categories:
Individual, parents, friends, and associates; Navy recruiting
and reserve recruiting personnel, administrative staff, and
employees processing applications; medical personnel
conducting physical examination and/or private physicians
providing consultations, or patient history; character and
employer references; educational institutions, staff, and
faculty members; Selective Service Commission; local, state,
and federal law enforcement agencies; prior or current
military service record; Members of Congress; Commanding
Officer of Naval Unit, if active duty; SF-86 Questionnaire for
National Security Position; Department of Navy offices charged
with personnel security clearance functions; and other
officials and employees of the Department of the Navy,
Department of Defense, Department of Veterans Affairs, and
components thereof, in the performance of their official
duties and as specified by current instructions and
regulations promulgated by competent authority.
Exemptions claimed for the system:
Parts of this system may be exempt under the provisions of 5
U.S.C. 552a(k)(1), (k)(5), (k)(6), and (k)(7), as applicable.
An exemption rule for this system has been promulgated in
accordance with the requirements of 5 U.S.C. 553(b)(1), (2),
and (3), (c) and (e) and published in 32 CFR part 701,
subpart G. For additional information, contact the system
manager.