Privacy Act: Systems of records,
[Federal Register: April 12, 1999 (Volume 64, Number 69)]
[Notices]
[Page 17642-17644]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr12ap99-65]
DEPARTMENT OF DEFENSE
Defense Logistics Agency
Privacy Act of 1974; Systems of Records
AGENCY: Defense Logistics Agency, DOD. ACTION: Notice to add systems of records.
SUMMARY: The Defense Logistics Agency proposes to add two systems of records to 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 May 12, 1999, unless comments are received that would result in a contrary determination. ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvior, VA 22060-6221. FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183. SUPPLEMENTARY INFORMATION: The Defense Logistics Agency notices for systems of records 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 system reports, as required by 5 U.S.C. 522a(r) of the Privacy Act of 1974, as amended, weer submitted on March 29, 1999, to the House Committee on Government Reform, the Senate Committee on 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: April 5, 1999.
L.M. Bynum, Alternate OSD Federal Register Liaison Officer, Department of Defense. S400.50 CA
System name:
Family Support Program Volunteer Files.
System location:
Records are maintained by the Office of Human Resources, Corporate Administration, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices.
Categories of individuals covered by the system:
Individuals who have volunteered to assist with family support programs.
Categories of records in the system:
The files contain name, Social Security Number, electronic and physical addresses, telephone numbers, date of birth, education and training, experience, honors and awards, and associated data. The file will also contain information pertaining to selection, duties, performance, and separation.
Authority for maintenance of the system:
10 U.S.C. 136; Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1588, Authority to accept certain voluntary services; and E.O. 9397 (SSN).
Purpose(s):
To screen volunteers who wish to assist with family support programs and to document participation in those programs. Records may also be used as a basis to waive or reduce fees associated with participation in DLA family or day care programs.
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. 552(b)(3) as follows:
To government and private vendor training facilities and educational institutions for training purposes.
To physicians, dentists, medical technicians, hospitals, or health care providers in the course of obtaining emergency medical attention.
The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system.
[[Page 17643]]
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
Records are maintained in paper and electronic form.
Retrievability:
Records are retrieved by name or Social Security Number.
Safeguards:
Records are maintained in secure buildings or areas with access limited to only those individuals whose duties require access. The computer files are password controlled with system generated forced password-change protocols. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours.
Retention and Disposal:
Files are retained for 2 years after the individual departs and then destroyed.
System manager(s) and address:
Chief, Military Personnel and Quality of Life Group, Office of Human Resources, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices.
Notification procedures:
Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular Defense Logistics Agency Primary Level Field Activities involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices.
Record access procedures:
Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular Defense Logistics Agency Primary Level Field Activities involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices.
Contesting record procedures:
The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
Record source categories:
Information is provided by the record subject, individuals listed as references, employers, supervisors, and training facilities.
Exemptions claimed for the system:
None. S400.60 CA
System name:
DLA Guest Lodging Files.
System location:
Records are maintained by the Quality of Life Offices of the Defense Supply Center Columbus, 3990 Broad Street, Columbus, OH 43216- 5000; the Defense Supply Center Richmond, 8000 Jefferson Davis Highway, Richmond, VA 23297-5000; and the Defense Depot Susquehanna Pennsylvania (DDSP-HMF), 2001 Mission Drive, Suite 1, New Cumberland, PA 17070-5002.
Categories of individuals covered by the system:
Individuals who apply to stay in DLA guest lodging during temporary duty travel, permanent change of station moves, house-hunting trips, and similar situations warranting facility use.
Categories of records in the system:
The files include name; Social Security Number; home and electronic addresses; home telephone number; travel order data; family member data; driver's license number; license plate number; vehicle number, make, model, and year; and billing and payment data.
Authority for maintenance of the system:
10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E.O. 9397 (SSN); DoD Directive 4001.1, Installation Management; and DoD Directive 4165.63, DoD Housing.
Purpose(s):
The records are maintained to determine eligibility for facility use; to register and bill occupants for use of guest lodging; and to account for rentals, furnishings, and cash receipts. The records may also be used to prepare statistical reports, stripped of personal identifiers, on occupancy use and cost effectiveness.
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. 552(b)(3) as follows:
The `Blanket Routine Uses' set forth at the beginning of DLA'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:
Records are maintained in paper and electronic form.
Retrievability:
Records are retrieved by name or Social Security Number.
Safeguards:
Records are maintained in secure buildings or areas with access limited to only those individuals whose duties require access. The computer files are password controlled with system generated forced password-change protocols. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours.
Retention and Disposal:
Records are cutoff at the end of the fiscal year, retained for three fiscal years, and then destroyed. Rejected applications are destroyed 1 year from date of rejection.
System manager(s) and address:
Chief, Military Personnel and Quality of Life Group, Office of Human Resources, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; the Commanders of the Defense Supply Center Columbus, 3990 Broad Street, Columbus, OH 43216-5000; the Defense Supply Center Richmond, 8000 Jefferson Davis Highway, Richmond, VA 23297-5000; and the Defense Depot Susquehanna Pennsylvania (DDSP-HMF), 2001 Mission Drive, Suite 1, New Cumberland, PA 17070-5002.
Notification procedures:
Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy
[[Page 17644]]
Act Officer of the particular DLA activity involved.
Record access procedures:
Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA activity involved.
Contesting record procedures:
The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.
Record source categories:
Information is provided by the record subject and gathered from travel orders.
Exemptions claimed for the system:
None.
[FR Doc. 99-8807Filed4-9-99; 8:45 am]
BILLING CODE 5001-10-F
