Draft Sorn

PACMA Draft SORN.pdf

Pentagon Athletic Center Membership Application

Draft Sorn

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Template Date: 08/09/2021

BILLING CODE: 5001-06
DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2022-OS-XXXX]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, DoD.
ACTION: Notice of a new system of records.
SUMMARY: In accordance with the Privacy Act of 1974, the Department of Defense (DoD) is
establishing a new Department-wide system of records titled, “Pentagon Athletic Programs”
DWHS E07. This system of records covers DoD’s maintenance of records used to manage the
athletic memberships of military members (active duty, reservist, retired), civilian employees,
contractors and their family members in the National Capital Region with access to the
Pentagon. DATES: This system of records is effective upon publication; however, comments
on the Routine Uses will be accepted on or before [INSERT DATE 30 DAYS AFTER DATE
OF PUBLICATION IN THE FEDERAL REGISTER]. The Routine Uses are effective at the
close of the comment period.
ADDRESSES: You may submit comments, identified by docket number and title, by any of the
following methods:
* Federal Rulemaking Portal: https://www.regulations.gov. Follow the instructions for
submitting comments.
* Mail: DoD cannot receive written comments at this time due to the COVID-19 pandemic.
Comments should be sent electronically to the docket listed above.
Instructions: All submissions received must include the agency name and docket number for

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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 https://www.regulations.gov as they are received without change, including any personal
identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Mrs. Luz D. Ortiz, Chief, Records, Privacy
and Declassification Division (RPDD), 1155 Defense Pentagon, Washington, DC 20301-1155,
or by phone at (571) 372-0478. SUPPLEMENTARY INFORMATION:
I. Background
DoD is establishing the “Pentagon Athletic, Programs” DWHS E07. The PAC provides
physical fitness facilities and fellowship for Department of Defense military and civilian
employees. The information collected under this system of records is used to determine
eligibility, establish and maintain athletic memberships of military members (active duty,
reservist, retired), civilian employees, contractors, their family members and guests who have
access to the Pentagon and its annex fitness facilities located in the National Capital Region.
DoD SORNs have been published in the Federal Register and are available from the address in
FOR FURTHER INFORMATION CONTACT or at the Defense Privacy, Civil Liberties, and
Transparency Division website at https://dpcld.defense.gov.
II. Privacy Act
Under the Privacy Act, a “system of records” is a group of records under the control of an
agency from which information is retrieved by the name of an individual or by some identifying
number, symbol, or other identifying particular assigned to the individual. In the Privacy Act, an
individual is defined as a U.S. citizen or lawful permanent resident.

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In accordance with 5 U.S.C. 552a(r) and OMB Circular No. A-108, DoD has provided a
report of this system of records to the Office of Management and Budget and to Congress.

Dated:

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

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SYSTEM NAME AND NUMBER: Pentagon Athletic, Programs, DWHS E07
SECURITY CLASSIFICATION: Unclassified
SYSTEM LOCATION: Department of Defense (Department or DoD), located at 1000
Defense Pentagon, Washington, DC 20301-1000, and other Department installations, offices, or
mission locations. Information may also be stored within a government-certified cloud,
implemented and overseen by the Department’s Chief Information Officer (CIO), 6000 Defense
Pentagon, Washington, DC 20301-6000.
SYSTEM MANAGER(S): The system managers is the Director, Executive Service
Directorate, Washington Headquarters Services (WHS), 1155 Defense Pentagon, Washington,
DC 20301-1155, [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. Chapter 79, “Services
to Employees; 5 U.S.C. 7901, Health Service Programs; 10 U.S.C. 113, Secretary of Defense;
DoD Directive 5105.53, Director of Administration and Management; DoD Directive 5110.4,
Washington Headquarters Services, and DoD Instruction 1010.10, Heath Promotion and Disease
Prevention.
PURPOSE(S) OF THE SYSTEM:
A. To determine eligibility and register individuals for athletic memberships, track
usage; make fee determinations, register applicants for classes, reserve various events and
workout sessions.
B. To generate statistical reports that keep track of the number of members; activities
utilized, place members on/off hold status and terminate membership or facility use for
noncompliance with rules.

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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Active, Reserve and
Retired Military members, civilian employees, contractors, family members and guests of
individuals who apply for membership and are authorized to use the Pentagon athletic facilities.
CATEGORIES OF RECORDS IN THE SYSTEM: Records covered by this SORN includes
information regarding individuals applying for access to the Pentagon athletic facilities. Records
include: name, DoD ID number, membership number, gender, branch, military status, official
duty and home address, phone (home and/or cell), official duty and home e-mail address, official
duty telephone number, rank/grade, family member name and date of birth.
RECORD SOURCE CATEGORIES: Records and information stored in this system of
records are obtained from the individual and membership application.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES OF USERS AND 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,
all or a portion of the records or information contained herein may specifically be disclosed
outside the DoD as a Routine Use pursuant to 5 U.S.C. 552a(b)(3) as follows:
A. To contractors, grantees, experts, consultants, students, and others performing or
working on a contract, service, grant, cooperative agreement, or other assignment for the Federal
government when necessary to accomplish an agency function related to this system of records.
B. To the appropriate Federal, State, local, territorial, tribal, foreign, or international law
enforcement authority or other appropriate entity where a record, either alone or in conjunction
with other information, indicates a violation or potential violation of law, whether criminal, civil,
or regulatory in nature.

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C. To any component of the Department of Justice for the purpose of representing the
DoD, or its components, officers, employees, or members in pending or potential litigation to
which the record is pertinent.
D. In an appropriate proceeding before a court, grand jury, or administrative or
adjudicative body or official, when the DoD or other Agency representing the DoD determines
that the records are relevant and necessary to the proceeding; or in an appropriate proceeding
before an administrative or adjudicative body when the adjudicator determines the records to be
relevant to the proceeding.
E. To the National Archives and Records Administration for the purpose of records
management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
F. To a Member of Congress or staff acting upon the Member’s behalf when the Member
or staff requests the information on behalf of, and at the request of, the individual who is the
subject of the record.
G. To appropriate agencies, entities, and persons when (1) the DoD suspects or confirms
a breach of the system of records; (2) the DoD determines as a result of the suspected or
confirmed breach there is a risk of harm to individuals, the DoD (including its information
systems, programs, and operations), the Federal Government, or national security; and (3) the
disclosure made to such agencies, entities, and persons is reasonably necessary to assist in
connection with the DoD’s efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
H. To another Federal agency or Federal entity, when the DoD determines that
information from this system of records is reasonably necessary to assist the recipient agency or
entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or

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remedying the risk of harm to individuals, the recipient agency or entity (including its
information systems, programs and operations), the Federal Government, or national security,
resulting from a suspected or confirmed breach.
I. To another Federal, State or local agency for the purpose of comparing to the agency’s
system of records or to non-Federal records, in coordination with an Office of Inspector General
in conducting an audit, investigation, inspection, evaluation, or other review as authorized by the
Inspector General Act.
J. To such recipients and under such circumstances and procedures as are mandated by
Federal statute or treaty.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS: Records may be stored
electronically or on paper in secure facilities in a locked drawer behind a locked door. Electronic
records may be stored locally on digital media; in agency-owned cloud environments; or in
vendor Cloud Service Offerings certified under the Federal Risk and Authorization Management
Program (FedRAMP).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: Records may be
retrieved by name, DoD CAC ID number, member number, work and personal email address.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Temporary. Cut off and destroy upon immediate collection once the temporary credential or card
is returned for potential reissuance due to nearing expiration or not to exceed 6 months from time
of issuance or when individual no longer requires access, whichever is sooner, but longer
retention is authorized if required for business use..
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: DoD safeguards
records in this system of records according to applicable rules, policies, and procedures,

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including all applicable DoD automated systems security and access policies. DoD policies
require the use of controls to minimize the risk of compromise of personally identifiable
information (PII) in paper and electronic form and to enforce access by those with a need to
know and with appropriate clearances. Additionally, DoD has established security audit and
accountability policies and procedures which support the safeguarding of PII and detection of
potential PII incidents. DoD routinely employs safeguards such as the following to information
systems and paper recordkeeping systems: Multifactor log-in authentication including Common
Access Card (CAC) authentication and password; physical token as required; physical and
technological access controls governing access to data; network encryption to protect data
transmitted over the network; disk encryption securing disks storing data; key management
services to safeguard encryption keys; masking of sensitive data as practicable; mandatory
information assurance and privacy training for individuals who will have access; identification,
marking, and safeguarding of PII; physical access safeguards including multifactor identification
physical access controls, detection and electronic alert systems for access to servers and other
network infrastructure; and electronic intrusion detection systems in DoD facilities. The
computer files are CAC card enabled with access restricted to authorized users
RECORD ACCESS PROCEDURES: Individuals seeking access to their records should
follow the procedures in 32 CFR part 310. Individuals should address written inquiries to the
DoD component with oversight of the records, as the component has Privacy Act responsibilities
concerning access, amendment, and disclosure of the records within this system of records. The
public may identify the contact information for the appropriate DoD office through the following
website: www.FOIA.gov. Signed written requests should contain the name and number of this
system of records notice along with the full name, current address, and email address of the

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individual. In addition, the requester must provide either a notarized statement or an unsworn
declaration made in accordance with 28 U.S.C. 1746, in the appropriate format:
If executed outside the United States: “I declare (or certify, verify, or state) under
penalty of perjury under the laws of the United States of America that the foregoing is
true and correct. Executed on (date). (Signature).”
If executed within the United States, its territories, possessions, or commonwealths: “I
declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and
correct. Executed on (date). (Signature).”
CONTESTING RECORD PROCEDURES: Individuals seeking to amend or correct the
content of records about them should follow the procedures in 32 CFR part 310.
NOTIFICATION PROCEDURES: Individuals seeking to determine whether information
about themselves is contained in this system of records should follow the instructions for Record
Access Procedures above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM: None
HISTORY: None.

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File Typeapplication/pdf
AuthorMcilvaine, James R (Rudy) CTR OSD ODCMO (USA)
File Modified2025-04-28
File Created2025-04-28

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