Privacy Act; Systems of Records
Federal Register: July 2, 2009 (Volume 74, Number 126)
Notices
Page 31712-31713
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DOCID:fr02jy09-35
DEPARTMENT OF DEFENSE
Office of the Secretary
Docket ID: DOD-2009-OS-0093
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, DoD.
ACTION: Notice to add a system of records.
SUMMARY: The Office of the Secretary of Defense proposes to add a system of records to its inventory of record systems subject to the
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This proposed action would be effective without further notice on August 3, 2009 unless comments are received which result in a contrary determination.
ADDRESSES: Send comments to Chief, OSD/JS Privacy Office, Freedom of
Information Directorate, Washington Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301-1155.
FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard at (703) 588-6830.
SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 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 report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on June 29, 2009, to the
House Committee on Oversight and 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: June 29, 2009.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS E06
System name:
Correspondence Control System.
System location:
Correspondence Control Division, Executive Services Directorate,
Washington Headquarters Services, Room 3C843, 1155 Defense Pentagon,
Washington, DC 20301-1155.
Categories of individuals covered by the system:
Individuals who either initiated, or are the subject of communications with the Office of the Secretary of Defense.
Categories of records in the system:
Name (last name and first name initial) and contact information
(mailing address, telephone number, fax number, e-mail address) of individuals writing to the Secretary of Defense. This may include inquiries and other communications pertaining to any matter under the cognizance of the Secretary of Defense. Records may include complaints, appeals, grievances, investigations, alleged improprieties, personnel actions, medical reports, intelligence, and related matters associated with the mission and business activities of the department. They may be either specific or general in nature and may include such personal information as an individual's name, Social Security Number (SSN), date and place of birth, description of events or incidents of a sensitive or privileged nature, commendatory or unfavorable data.
Staff packages pertaining to individuals. Examples of such packages include, assignment requests, awards, nominations and presidential support letters; condolence letters, retirement letters and letters of appreciation; Senior Executive Service letters and pay adjustments, appointment letters, certificates, Secretary of Defense letters
Page 31713
of appreciation, travel requests, military airlift requests and other related documents.
Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 44 U.S.C. Chapter 31,
Records Management by Federal Agencies; DoD Directive 5015.02, DoD
Records Management Program; DoD Directive 5110.4, Washington
Headquarters Services (WHS); and E.O. 9397 (SSN).
Purpose(s):
Information is collected on behalf of the Secretary of Defense to support the functions of the Department of Defense and maintain a record of actions taken and responses to the President, White House staff, other Cabinet officials, Congress, state and local officials, corporate officials, members of the Department of Defense and the public.
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, these records may specifically be disclosed outside the Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The DoD 'Blanket Routine Uses' set forth at the beginning of the
OSD'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:
Maintained in paper files and electronic storage media.
Retrievability:
Last name and first name initial of the individual, subject and date of the document.
Safeguards:
Records are maintained in a controlled facility. Physical entry is restricted by the use of locks, guards, and is accessible only to authorized personnel. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know.
Access to computerized data is restricted by Common Access Card (CAC).
Retention and disposal:
Records are cut off annually and destroyed when 7 years old.
System manager(s) and address:
Chief, Correspondence Control Division, Executive Services
Directorate, Washington Headquarters Services, 1155 Defense Pentagon,
Washington, DC 20301-1155.
Notification procedure:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Correspondence Control Division, Executive Services
Directorate, Washington Headquarters Services, Room 3C843, 1155 Defense
Pentagon, Washington, DC 20301-1155.
The requests should contain the individual's last name, first name initial, subject and document date.
Record access procedures:
Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act,
Requester Service Center, Office of Freedom of Information, 1155
Defense Pentagon, Washington, DC 20301-1155.
Individuals should provide the name and number of this system of records notice, the individual's last name, first name initial, subject, date of document and be signed.
Contesting record procedures:
The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative
Instruction 81; 32 CFR part 311; or may be obtained from the system manager.
Record source categories:
Individuals and those writing on their behalf, and official records.
Exemptions claimed for the system:
During the course of preparing a response to some types of incoming communications from the public, exempt materials from other systems of records may in turn become part of the case records in this system. To the extent that copies of exempt records from those `other' systems of records are entered into this correspondence case record, the Office of the Secretary of Defense hereby claims the same exemptions for the records from those `other' systems that are entered into this system, as claimed for the original primary systems of records which they are a part.
FR Doc. E9-15623 Filed 7-1-09; 8:45 am
BILLING CODE 5001-06-P
