Defense Privacy and Civil Liberties Office

U.S. Department of Defense

System of Record Notices (SORNs)

DOD Component Notice

Defense Health Agency

EDHA 10

SYSTEM NAME:

DoD Women, Infants, and Children Overseas Participant Information Management System  (April 09, 2014,  79 FR 19582)

SYSTEM LOCATION:

Choctaw Contracting Services, 2161 NW Military Highway, Suite 214, San Antonio, TX 78213-1844, and at Department of Defense (DoD) installations located outside the United States.  For a complete listing of facility addresses that maintain records, contact the system manager.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Members of the Armed Forces, civilian employees, and DoD contractors, and their family members, who apply for the DoD Women, Infants, and Children (WIC) Overseas Program.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records about the applicant or participant may include:  name; truncated Social Security Number (SSN) and/or DoD Identification Number (DoD ID Number); contact information (telephone numbers, mailing addresses, and e-mail addresses); demographic information (gender, race, ethnicity, date of birth, and marital status); household income; spousal information (name, contact, and education information); information about children (number, names, and dates of birth); education of primary caregiver; employment information; primary household languages; medical history and conditions related to nutritional needs; nutrition information; and WIC Overseas Program benefits or other nutritional services received.

Records about the sponsor may include:  name; truncated SSN and/or DoD ID Number; contact information; military status; military records; spouse’s name and contact information; and other family members’ names and contact information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 1060a, Special supplemental food program; 42 U.S.C. Chapter 13A, Child Nutrition; 7 CFR Part 246, Special Supplemental Nutrition Program for Women, Infants and Children; 32 CFR 199.23, Special Supplemental Food Program; HA Policy 09-004, Policy Memorandum for Women, Infants, and Children Overseas Program; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

To determine whether applicants are eligible for enrollment in the WIC Overseas Program, provide benefits to participants, and evaluate the effectiveness of those benefits.

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 be specifically disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The DoD Blanket Routine Uses may apply to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:


STORAGE:

Paper files and/or electronic storage media.

RETRIEVABILITY:

Individual’s name, truncated SSN and/or DoD ID Number.

SAFEGUARDS:

Records are maintained in access controlled facilities.  Physical entry is restricted by the use of locks, guards, or administrative procedures to officials who require access to perform their official duties.  Computer terminals are located in supervised areas with access control.  Electronic system access requires either a Common Access Card and personal identification number or a unique logon identification and password that must be frequently changed.  Access to the electronic system is further restricted based on user responsibility.  Proper data protection training is required for all personnel whose official duties require access to the records.

RETENTION AND DISPOSAL:

Records maintained in electronic format are considered a duplicate copy of the hard copy record and will be destroyed when no longer needed for business purposes/functions.  Electronic files stored at the Choctaw Contracting Services system location (consolidated files) will be destroyed three years after termination (no longer active) and electronic files stored at DoD installations located outside the United States will be deleted one year after termination.

SYSTEM MANAGER(S) AND ADDRESS:

Program Manager, WIC Overseas Program, TRICARE Overseas Program Office, Defense Health Agency, Defense Health Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Freedom of Information Act (FOIA) Service Center, Defense Health Agency Privacy and Civil Liberties Office, Defense Health Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.

Requests should contain the individual’s full name, truncated SSN or DoD ID Number, current address, and telephone number.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, FOIA Service Center, Defense Health Agency Privacy and Civil Liberties Office, Defense Health Headquarters, 7700 Arlington Boulevard, Suite 5101, Falls Church, VA 22042-5101.

Requests should contain the individual’s full name, truncated SSN or DoD ID Number, current address, telephone number, and signature.  Records should also include the name and number of this system of records notice.

CONTESTING RECORD PROCEDURES:

The Office of the Secretary of Defense (OSD) rules for accessing records, 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:

WIC Overseas Program applicants, participants, and sponsors.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

June 17, 2011, 76 FR 35419; November 18, 2013, 78 FR 69076