Privacy Act: Systems of records,
[Federal Register: October 22, 1999 (Volume 64, Number 204)]
[Notices]
[Page 57071-57075]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr22oc99-41]
DEPARTMENT OF DEFENSE
Marine Corps
Privacy Act of 1974; System of Records
AGENCY: U.S. Marine Corps, DoD. ACTION: Amend records systems.
SUMMARY: The U.S. Marine Corps proposes to amend five systems of records notices in its inventory of record systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on November 22, 1999, unless comments are received which result in a contrary determination.
ADDRESSES: Send comments to the Head, FOIA and Privacy Act Section, Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380- 1775.
FOR FURTHER INFORMATION CONTACT: Ms. B. L. Thompson at (703) 614-4008 or DSN 224-4008.
SUPPLEMENTARY INFORMATION: The U.S. Marine Corps record system notices for records systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended, have been published in the Federal Register and are available from the address above.
The proposed actions are not within the purview of subsection (r) of the Privacy Act (5 U.S.C. 552a), as amended, which would require the submission of a new or altered system report for each system. The specific changes to the records systems being amended are set forth below followed by the notices, as amended, published in their entirety.
Dated: October 18, 1999. L. M. Bynum, Alternate OSD Federal Register Liaison Officer, Department of Defense MJA00013
System name:
Bad Checks/Withdrawal of Check Cashing Privileges Lists (August 3, 1993, 58 FR 41254).
Changes: * * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN).' * * * * *
Storage:
Delete entry and replace with `Paper and electronic files.' * * * * * MJA00013
System name:
Bad Checks/Withdrawal of Check Cashing Privileges Lists.
System location:
Each Appropriated and Non-Appropriated Fund Activity having authority to accept personal checks from authorized patrons. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Categories of individuals covered by the system:
All military personnel, active and retired; their authorized dependents of deceased military retirees; Marine Corps Exchange employees.
Categories of records in the system:
File bulletins containing name, rank, Social Security Number and expiration date of restriction of privileges and related correspondence.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN).
Purpose(s):
To provide a record of individuals who have issued bad checks at Appropriated and Nonappropriated Fund Activities having authority to accept personal checks from authorized patrons. The records are used to protect activities from unnecessary losses and to initiate administrative or criminal actions due to bad check offenses.
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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
Paper and electronic files.
Retrievability:
Alphabetical by name and Social Security Number.
Safeguards:
Access limited. Secured in locked building during nonworking hours.
Retention and disposal:
Destroyed when privileges are restored at the expiration of specified periods made known to the individual at the time privileges are revoked.
System manager(s) and address:
Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Record access procedures:
Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Contesting record procedures:
The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager.
Record source categories:
Bad checks returned from the bank; notification from other commands,
[[Page 57072]]
Federal Bureau of Investigation, Naval Investigative Service or other state, local or Federal investigative agencies or Treasury Department.
Exemptions claimed for the system:
None. MMC00003
System name:
Activity Check In/Check Out File (August 3, 1993, 58 FR 41254).
Changes: * * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and 10 U.S.C. 5041, Headquarters, Marine Corps.' * * * * *
Record Source categories:
Delete entry and replace with `Individual and service record.' * * * * * MMC00003
System name:
Activity Check In/Check Out File.
System location:
May be located at any U.S. Marine Corps or U.S. Marine Corps Reserve activity. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Categories of individuals covered by the system:
All members of the activity.
Categories of records in the system:
Date reported and verification of check-in/check-out procedure.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5031, Secretary of the Navy; and 10 U.S.C. 5041, Headquarters, Marine Corps.
Purpose(s):
To provide a record of members reporting to or leaving a unit for use in tracking property belonging to the unit.
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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
On paper in files or on clipboard.
Retrievability:
Alphabetically by last name.
Safeguards:
Access limited to activity personnel in the performance of their official duties.
After working hours, the office and building are locked. A guard is located in the general vicinity.
Retention and disposal:
Retained for 6 months after action has been completed.
System manager(s) and address:
Activity commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the activity commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD-214 and driver's license.
Record access procedures:
Individuals seeking access to information about themselves contained in this system should address written inquiries to the activity commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD-214 and driver's license.
Contesting record procedures:
The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager.
Record source categories:
Individual and service record.
Exemptions claimed for the system:
None. MMC00008
System name:
Message Release/Pickup Authorization File (August 3, 1993, 58 FR 41254).
Changes: * * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and 10 U.S.C. 5041, Headquarters, Marine Corps.' * * * * *
Storage:
Delete entry and replace with `Paper and electronic records.' * * * * * MMC00008
System name:
Message Release/Pickup Authorization File.
System location:
Marine Corps activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Categories of individuals covered by the system:
All personnel authorized to release/pickup message traffic.
Categories of records in the system:
OPNAV Form 2160-5 (Message Release/Pickup Authorization).
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5031, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.
Purpose(s):
To provide a record of personnel authorized to release/pickup messages at command Communication Centers.
[[Page 57073]]
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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' that appear to the beginning of the Marine Corps compilation apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
Paper and electronic records.
Retrievability:
Alphabetically by name.
Safeguards:
Located in a secure space within the Command Center, which is manned on a 24-hour basis.
Retention and disposal:
Retained until individual is replaced or authorization is revoked by proper authority; then destroyed by burning or shredding.
System manager(s) and address:
Local commanding officers. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commanding officer. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Record access procedures:
Individuals seeking access to information about themselves contained in this system should address written inquiries to the local commanding officer. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices.
Contesting record procedures:
The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager.
Record source categories:
Organizations, departments, sections authorized to release/pickup messages for the command.
Exemptions claimed for the system:
None. MMN00005
System name:
Marine Corps Education Program (February 22, 1993, 58 FR 10630).
Changes: * * * * *
System location:
Replace last sentence with `U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.' * * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and 10 U.S.C. 5041, Headquarters, Marine Corps.' * * * * *
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
Delete paragraphs 2, 3 and 4. * * * * *
Storage:
Delete entry and replace with `Paper and electronic records.' * * * * * MMN00005
System name:
Marine Corps Education Program.
System location:
Primary system - Marine Corps Combat Development Command, Quantico, VA 22134-5050.
U.S. Marine Corps official mailing address are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.
Categories of individuals covered by the system:
Marine Corps personnel who have submitted written applications for participation in full-time, tuition assistance, off-duty, PREP, or other voluntary education programs.
Categories of records in the system:
File contains copies of individual's applications for participation in an education program; copies of correspondence between the Marine Corps, the individual and academic records and correspondence; test results; previous enrollments and disenrollments; and educational qualification data addressing the individual concerned.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5031, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN).
Purpose(s):
To provide a record on individuals for use in educational and vocational counseling, selection, assignment and management of various educational and vocational programs attended by Marine Corps personnel.
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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
Educational Institutions - By officials and employees of those educational institutions to which the individual applies or which the Marine Corps contracts with, to provide full-time, off-duty or other educational programs.
The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
Paper and electronic records.
Retrievability:
Filedalphabetically by last name; by educational institution, educational program or unit of assignment. Cross reference by Social Security Number.
Safeguards:
Records are maintained in limited access working areas and are made available to persons other than the individual addressed only on a strict `need-to-know' basis. After duty hours storage areas are locked.
[[Page 57074]]
Retention and disposal:
Records are maintained a maximum of three years and then destroyed. In instances where individual completed less than three years, with no incurred service obligation, records are destroyed on program completion or transfer of individual from command maintaining record.
System manager(s) and address:
Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5050.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5050.
Record access procedures:
Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the activity to which they are assigned for duty.
U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.
Requests from individuals who have made written application for the Special Education Program (SEP), Advanced Degree Program (ADP), Funded Legal Education Program (FLEP), College Degree Program (CDP), Marine Enlisted Commissioning Education Program (MECEP), Navy Enlisted Scientific Education Program (NESEP), Staff NCO Degree Completion Program (SNCODCP), or Marine Associate Degree Completion Program (MADCOP) should be addressed to the Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5050. Telephone (703) 640-2399.
Written requests for information should contain name of the individual, current address and telephone number, and the academic program originally requested or in which participated.
For personal visits, the individual should provide personal identification.
Contesting record procedures:
The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager.
Record source categories:
Application and related documents including correspondence from the individual requesting an education program; correspondence originating in the Educational Services Branch or other Headquarters Marine Corps staff agencies; academic transcripts from educational institutions; and educational selection board results.
Exemptions claimed for the system:
None. MMN00009
System Name
Military Police Information System (February 22, 1993, 58 FR 10630).
Changes: * * * * *
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN).' * * * * *
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
Delete paragraphs 2 through 6.
Storage:
Delete entry and replace with `Paper and electronic records.' * * * * *
Retention and disposal:
Delete entry and replace with `Records are maintained at varying times depending on the type of information. The retention varies from two to six years, and then is destroyed.' MMN00009
System name:
Military Police Information System (MILPINS).
System location:
Decentralized segments exists at commands within area of jurisdiction.
Categories of individuals covered by the system:
Files contain information concerning both military and civilian personnel who have come in contact with the military police as victims, suspects, or witnesses to incidents, complaints reported to the Provost Marshal. Files also contain data on military personnel living in base sponsored housing, or who have registered weapons or pets aboard the base. Military personnel and civilians who have registered motor vehicles are also included.
Categories of records in the system:
Incidents/complaints reported to the installation Provost Marshal and all subjects listed on Field Interviews/Reports by the military police. The individual's name, description, Social Security Number, address, offense charges, location of offenses/incident, date, time, blotter entry number, military police report number, and disposition of case are maintained. Housing information includes phone number, building number, address, and dependent information. Pet registration information includes species, sex, breed, color, name and inoculation dates. Weapon registration information includes brand name, caliber, type, and model. Motor vehicle information includes year, make, model, color, license number, insurance company, and decal information. Work section information includes phone number, division code, building number, building key access, and recall information. Personnel information includes date of birth, sex, race, age, and date transferred.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN).
Purpose(s):
To provide a rapid means for military police to access reports for proper disposition of cases. The system also provides historical record of all reports on individuals who have come in contact with the military police as victims, suspects or witnesses to incidents.
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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
Paper and electronic records.
Retrievability:
Filedby full name or Social Security Number.
[[Page 57075]]
Safeguards:
Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Passwords are required to access those programs which produce printed output. Access to the computer is controlled via a centralized security office and printouts many only be receipted for by designated personnel. All index cards and printouts are filedin locked security cabinets.
Retention and disposal:
Records are maintained at varying times depending on the type of information. The retention varies from two to six years, and then are destroyed.
System manager(s) and address:
Installation Provost Marshal of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Provost Marshal of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.
Record access procedures:
Individuals seeking access to information about themselves contained in this system should address written inquiries to the Provost Marshal of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices.
Written requests for information should contain the full name of the individual, Social Security Number, date and place of birth.
For visits, the individual should report to Provost Marshal of the respective installations.
Contesting record procedures:
The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager.
Record source categories:
Military Police Blotters and Field Interview Card.
Exemption claimed for the system:
None.
[FR Doc. 99-27577Filed10-21-99; 8:45 am]
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