[Federal Register Volume 60, Number 134 (Thursday, July 13, 1995)]
[Notices]
[Pages 36110-36122]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-17111]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Privacy Act of 1974; Notice to Amend Systems of Records
AGENCY: Department of the Army, DOD.
ACTION: Notice to amend systems of records.
-----------------------------------------------------------------------
SUMMARY: The Department of the Army is amending thirteen systems of
records notices in its existing inventory of record systems subject to
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed action will be effective without further notice on
August 14, 1995, unless comments are received which result in a
contrary determination.
ADDRESSES: Privacy Act Officer, U.S. Army Information Systems Command,
ATTN: ASOP-MP, Fort Huachuca, AZ 85613-5000.
FOR FURTHER INFORMATION CONTACT: Ms. Pat Turner at (602) 538-6856 or
DSN 879-6856.
SUPPLEMENTARY INFORMATION: The Department of the Army systems of
records notices 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 specific changes to the records systems being amended are set
forth
[[Page 36111]]
below. The proposed amendments are not within the purview of subsection
(r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, which
requires the submission of a new or altered system report.
Dated: June 29, 1995.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 0207.02
Customer Comments, Complaints, and Direct Line Files (February 22,
1993, 58 FR 10004).
Replace `Complaints' with `Inquiries'.
* * * * *
Replace `Personnel Division' with `Public Affairs Division'.
Replace `Personnel Division' with `Public Affairs Division'.
* * * * *
AAFES 0207.02
Customer Comments, Inquiries, and Direct Line Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Headquarters, Army and Air Force Exchange Service-Europe, Pinder
Barracks, Schwabacherster 20 8502 Zirndorf;
Exchange Regions and Area Exchanges at posts, bases, and satellites
world-wide.
Users of the Army and Air Force Exchange Service who make
inquiries, complaints, or comments on its operations.
Customer's name, address and telephone number, information
pertaining to the subject of inquiry, complaint, or comment and
response thereto; customer opinion survey data.
10 U.S.C. 3012, 3013, and 8012.
To aid the Exchange management in determining needs of customers
and action required to settle customer complaints.
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 Army's
compilation of systems of records notices apply to this system.
Paper records in file folders, stored in metal cabinets.
By customer's name.
Records are accessible only by designated employees having official
need therefor. Buildings housing records are protected by security
guards.
Records are destroyed by shredding after 3 years.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Public Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, case number that appeared on correspondence received
from AAFES, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director, Public
Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, case number that appeared on correspondence received
from AAFES, and signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual.
None.
AAFES 0404.01
Incentive Awards Case Files (February 22, 1993, 58 FR 10008).
* * * * *
Delete entry and replace with `All U.S. dollar-paid employees of
the Army and Air Force Exchange Service who are recipients of awards.'
* * * * *
AAFES 0404.01
Incentive Awards Case Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
HQ Army and Air Force Exchange Service-Europe, Pinder Barracks,
Schwabacherster 20 8502 Zirndorf.
All U.S. dollar-paid employees of the Army and Air Force Exchange
Service who are recipients of awards.
Name, Social Security Number, grade/step, position title, award for
which nominated and justification therefor, accomplishments,
requirements of position held, organization in which employed, and
similar relevant data.
10 U.S.C. 3012, 3013, and 8012.
To consider and select employees for incentive awards and other
honors and to publicize those granted.
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
[[Page 36112]]
DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
Information may be disclosed to public and private organizations,
including news media, which grant or publicize employee awards or
honors.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in filing cabinets.
By individual's surname.
Records are accessible only to designated individuals having
official need therefor.
Records are retained for 2 years, following which they are
destroyed by shredding.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: PE, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, and sufficient details to permit
locating the record.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: PE, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, and sufficient details to permit
locating the record.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the nominating official; approving authority; individual's
official personnel file.
None.
AAFES 0405.05
Confidential Statement of Employment and Financial Interests
(February 22, 1993, 58 FR 10010).
Replace system identifier with AAFES 0607.01.
Delete entry and replace with `Confidential Financial Disclosure
Report'.
* * * * *
Delete entry and replace with `Each officer of a uniformed service
assigned to AAFES whose pay grade is less than O-7 and each employee
whose position is classified at Grade 15 (NF-5/Tier 1) or below and
whose basic duties and responsibilities require the employee or officer
to participate personally and substantially in a way that the final
decision or action will have a direct and substantial economic effect
on the interests of any non-Federal entity or the agency concludes in
accordance with Federal regulation that the duties and responsibilities
of the employee's position require the employee to file such a report
to avoid involvement in a real or apparent conflict of interest.'
Replace `DD Form 1555, `Confidential Statement of Employment and
Financial Interest' with `Standard Form 450, `Confidential Financial
Disclosure Report'.
Replace `E.O. 11222' with `E.O. 12674, as amended by E.O. 12731.'
Replace `These records are maintained to meet requirements of E.O.
11222 on the filing of employment and financial interest statements.'
with `These records are maintained to meet requirements of E.O. 12674,
as amended by E.O. 12731 (5 CFR 2634.901, Subpart I), on the policies
of Confidential Financial Disclosure Reporting.' Change `Executive
Order and title 18' to `Executive Orders, Federal regulations, and
Title 18'. Replace `and' with `or other' between `employment and
financial interests'.
Replace `E.O. 11222, Part IV' with `E.O. 12674 as amended by E.O.
12731'. Delete Subparagraph `e'. Change subparagraph `f' to `e' and add
to end of that subparagraph `, in which the filer is directly
involved.'
* * * * *
Replace `DD Form 1555' with `Standard Form 450'. Delete `records
are then maintained 2 years and destroyed by shredding' after
`required;' and replace semicolon with a period. Add `Destroy by
shredding six years after the individual has left the position, except
that documents needed in an on-going investigation will be retained
until no longer needed in the investigation.'
* * * * *
AAFES 0607.01
Confidential Financial Disclosure Report.
Office of the General Counsel at Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202; HQ Army and Air
Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502
Zirndorf.
Each officer of a uniformed service assigned to AAFES whose pay
grade is less than O-7 and each employee whose position is classified
at Grade 15 (NF-5/Tier 1) or below and whose basic duties and
responsibilities require the employee or officer to participate
personally and substantially in a way that the final decision or action
will have a direct and substantial economic effect on the interests of
any non-Federal entity or the agency concludes in accordance with
Federal regulation that the duties and responsibilities of the
employee's position require the employee to file such a report to avoid
involvement in a real or apparent conflict of interest.
Standard Form 450, `Confidential Financial Disclosure Report,' and
endorsements or documents relevant to information on this form.
E.O. 12674 as amended by E.O. 12731.
[[Page 36113]]
These records are maintained to meet requirements of E.O. 12674, as
amended by E.O. 12731 (5 CFR 2634.901, Subpart I), on the policies of
Confidential Financial Disclosure Reporting. Such statements are
required to assure compliance with the standards of conduct for
Government employees contained in the Executive Orders, Federal
regulations, and Title 18 of the U.S.C., and to determine if a conflict
of interest exists between the employment of individuals by the Federal
Government and their personal employment or other financial interests.
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:
These statements and amended statements required by or pursuant to
E.O. 12674, as amended by E.O. 12731, are to be held in confidence and
no information shall be disclosed except:
a. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order, where
the disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
b. To disclose information to another Federal agency, to a court,
or a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency, either when the
Government is party to a judicial proceeding or in order to comply with
the issuance of a subpoena.
c. To disclose information to any source when necessary to obtain
information relevant to a conflict-of-interest investigation or
determination.
d. By the National Archives and Records Administration, General
Services Administration, in record management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
e. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding, in
which the filer is directly involved.
Paper records in locked file cabinets.
By individual's surname.
Information is accessible only to designated authorized persons who
are properly screened, cleared and trained, having official need
therefor in the performance of official duties.
Retained until individual no longer occupies a position for which
Standard Form 450 is required. Destroyed by shredding six years after
the individual has left the position, except that documents needed in
an on-going investigation will be retained until no longer needed in
the investigation.
Commander, Army and Air Force Exchange Service, P.O. Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel at the Army and Air Force Exchange Service
location where the reports were filed.
Individuals should provide their full name, period covered by the
report filed, locations(s) of employment, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel at the Army and Air Force Exchange Service location
where the reports were filed.
Individuals should provide their full name, period covered by the
report filed, locations(s) of employment, and signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual.
None.
AAFES 0406.12
Employee Career Development Plan File (February 22, 1993, 58 FR
10011).
Replace system identifier with `AAFES 0408.17'.
Change entry to read `HPP Employee Upward Mobility Program Files'.
* * * * *
Delete entry and replace with `Name, Social Security Number,
current job title, grade, job location, primary career field desired,
training courses required, and dates training courses completed.'
* * * * *
Delete entry and replace with `Records are retained until: (a) The
associate is promoted into management, at which time the records are
incorporated into the person's Official Personnel Folder; (b) the
associate severs his/her employment with the Army and Air Force
Exchange Service, at which time they are destroyed; or (c) if associate
is reinstated at another AAFES location, record is forwarded to the
gaining personnel office.'
* * * * *
AAFES 0408.17
HPP Employee Upward Mobility Program Files.
Headquarters, Army and Air Force Exchange Service, P.O. Box 660202,
Dallas, TX 75266-0202;
HQ Army and Air Force Exchange Service-Europe, Pinder Barracks,
Schwabacherster 20 8502 Zirndorf; and
Regional offices; area; base and post exchanges world-wide.
Employees of the Army and Air Force Exchange Service.
Name, Social Security Number, current job title, grade, job
location, primary career field desired, training courses required, and
dates training courses completed.
10 U.S.C. 3012, 3013, and 8012; and E.O. 9397.
[[Page 36114]]
To assist the servicing personnel office in identifying and
referring qualified employees for vacant positions.
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 Army's
compilation of systems of records notices apply to this system.
Paper records in locked file cabinets.
By employee's surname.
Information is accessible only to designated individuals having an
official need therefor in the performance of assigned duties.
Records are retained until (a) the associate is promoted into
management, at which time the records are incorporated into the
person's Official Personnel Folder; (b) the associate severs his/her
employment with the Army and Air Force Exchange Service, at which time
they are destroyed; or (c) if associate is reinstated at another AAFES
location, record is forwarded to the gaining personnel office.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Senior
Vice President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide full name, Social Security Number, job
location, and duty phone.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Senior Vice
President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide full name, Social Security Number, job
location, and duty phone.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual.
None.
AAFES 0408.14
Tuition Assistance Case Files (February 22, 1993, 58 FR 10012).
* * * * *
Add to the end `for degree programs.'
* * * * *
Add at end `; and E.O. 9397.'
* * * * *
Delete entry and replace with `By employee's Social Security
Number.'
* * * * *
Delete entry and replace with `Records are destroyed 3 years
following individual's completion of degree program/courses.'
* * * * *
AAFES 0408.14
Tuition Assistance Case Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Employees of the Army and Air Force Exchange Service who apply for
tuition assistance for degree programs.
Individual's application, academic transcripts, curricula, grade
reports, request for disbursement, agency approval/disapproval, similar
relevant documents.
10 U.S.C. 3012, 3013, and 8012; and E.O. 9397.
To maintain information on participants in the tuition assistance
program.
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 Army's
compilation of systems of records notices apply to this system.
Paper records in locked cabinets.
By employee's Social Security Number.
Information is accessed only by designated individuals having need
therefor in the performance of official duties.
Records are destroyed 3 years following individual's completion of
degree program/courses.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Senior
Vice President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide his/her full name, Social Security
Number, details concerning application for tuition assistance, and
signature.
Individuals seeking access to information about themselves
contained
[[Page 36115]]
in this system should address written inquiries to the Commander, Army
and Air Force Exchange Service, ATTN: Senior Vice President, People
Resources Directorate, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide his/her full name, Social Security
Number, details concerning application for tuition assistance, and
signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual.
None.
AAFES 0410.01
Employee Travel Files (February 22, 1993, 58 FR 10013).
* * * * *
Delete entry and replace with `Headquarters, Army and Air force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202; Commander,
AAFES Europe, Unit 24580, APO AE 09245; Commander, AAFES Pacific Rim
Region, Unit 35163, APO AP 96378-163; base on post exchange within the
AAFES System. Official mailing addresses are published as an appendix
to the Army's compilation of systems of records notices.'
* * * * *
AAFES 0410.01
Employee Travel Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
Commander, AAFES Europe, Unit 24580, APO AE 09245;
Commander, AAFES Pacific Rim Region, Unit 35163, APO AP 96378-163;
and
Base on post exchange within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.
Employees of the Army and Air Force Exchange Service (AAFES)
authorized to perform official travel.
Documents pertaining to travel of persons on official Government
business, and/or their dependents, including but not limited to travel
assignment orders, authorized leave en route, availability of quarters
and/or shipment of household goods and personal effects, application
for passport/visas; security clearance; travel expense vouchers; and
similar related documents.
10 U.S.C. 3012, 3013, and 8012; E.O. 9397.
To process official travel requests for military and civilian
employees of the Army and Air Force Exchange Service; to determine
eligibility of individual's dependents to travel; to obtain necessary
clearance where foreign travel is involved, including assisting
individual in applying for passports and visas and counseling where
proposed travel involves visiting/transiting communist countries.
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:
Information may be disclosed to attache' or law enforcement
authorities of foreign countries.
To the U.S. Department of Justice or Department of Defense legal/
intelligence/investigative agencies for security, investigative,
intelligence, and/or counterintelligence operations.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in locked filing cabinets.
By employee's surname.
Information is accessed only by designated individuals having
official need therefor in the performance of their duties.
Records are destroyed after 2 years by shredding.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Administrative Services Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, details of travel authorization/
clearance documents sought, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director,
Administrative Services Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number,
current address and telephone number, details of travel authorization/
clearance documents sought, and signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual, official travel orders, travel expense
vouchers, receipts and similar relevant documents.
None.
AAFES 0505.02
Biographical Files (February 22, 1993, 58 FR 10014).
Replace system identifier with `AAFES 0502.02'.
* * * * *
Insert `Key' at the beginning of the paragraph.
* * * * *
[[Page 36116]]
AAFES 0502.02
Biographical Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202; HQ Army and Air Force Exchange Service-Europe,
Pinder Barracks, Schwabacherster 20 8502 Zirndorf.
Key military and civilian employees of the Army and Air Force
Exchange Service world-wide.
Individual's name, position title and organizational location, home
address, date and place of birth, marital status including names of
spouse and children, educational background, military status, awards
and decorations, community and civic interest data, photograph, and
similar relevant information.
10 U.S.C. 3012, 3013, and 8012.
To prepare feature articles for hometown newspapers, trade media,
community interests, and similar public service groups.
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:
Information may be disclosed to public and private organizations
including news media.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Paper records in file folders.
By individual's surname.
Records are accessed only by designated individuals having official
need therefor, in buildings protected by security guards or military
police.
Records are retained for 1 year following termination of
individual's assignment or employment; then destroyed.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Public Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, details surrounding the event or incident, and
signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director, Public
Affairs Division, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, current address and
telephone number, details surrounding the event or incident, and
signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual; official AAFES records and reports.
None.
AAFES 0702.22
Check-Cashing Privilege Files (February 22, 1993, 58 FR 10016).
* * * * *
Delete entry and replace with `Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
AAFES Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.'
* * * * *
Delete entry and replace with `10 U.S.C. 3012, 3013, 8012, and
8013; and E.O. 9397.'
* * * * *
Delete entry and replace with `Records are retained by the Office
of the General Counsel until indebtedness has been satisfied,
determined to be uncollectible, or additional administrative action is
required. Upon completion, records are transferred to the Accounts
Receivable Division (FA-O/R) and maintained with appropriate check
cashing privilege records.'
* * * * *
AAFES 0702.22
Check-Cashing Privilege Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
AAFES Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.
Customers of the Army and Air Force Exchange Service: military,
dependents, retirees, and Exchange employees.
Customer's name, Social Security Number, category of customer
(i.e., dependent, retiree, active duty member), amounts of checks not
paid by bank, collection efforts, and relevant documentation.
10 U.S.C. 3012, 3013, 8012, and 8013; and E.O. 9397.
To determine customer's eligibility to cash checks.
[[Page 36117]]
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:
In overseas areas, information is disclosed to military banking
facilities. These facilities are branches of U.S. based financial
institutions which are under contract to the Department of Defense to
provide banking services to U.S. military and affiliated civilian
personnel overseas. Any financial losses sustained by these activities
in support of the Department of Defense program are underwritten by the
Department of Defense using appropriated funds. The financial
institutions use the check-cashing information only to determine
whether to cash checks or similar negotiable instruments for
individuals - not to award or deny other banking privileges.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701 (a)(3)).
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Paper records; computer tapes, discs, and printouts.
By customer name and Social Security Number.
All information is stored in locked rooms within secured buildings
and is accessed only by designated personnel having official need
therefor, primarily by individuals authorized to cash checks.
Records are retained by the Office of the General Counsel until
indebtedness has been satisfied, determined to be uncollectible, or
additional administrative action is required. Upon completion, records
are transferred to the Accounts Receivable Division (FA-O/R) and
maintained with appropriate check cashing privilege records.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the local Exchange where check was cashed (or refused) or to the
Commander, Army and Air Force Exchange Service, ATTN: FA, PO Box
660202, Dallas, TX 75266-0202.
Individual should provide full name, Social Security Number or
other acceptable identifying information that will facilitate locating
the records.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the local
Exchange where check was cashed (or refused) or to the Commander, Army
and Air Force Exchange Service, ATTN: FA, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide full name, Social Security Number or
other acceptable identifying information that will facilitate locating
the records.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual; his/her checks; financial institutions.
None.
AAFES 0702.23
Dishonored Check Files (February 22, 1993, 58 FR 10017).
* * * * *
Delete entry and replace with `Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.'
* * * * *
Add to end of entry `, and 8013.'
* * * * *
Delete entry and replace with `Records are retained by the Office
of the General Counsel until indebtedness has been satisfied,
determined to be uncollectible, or additional administrative action is
required. Upon completion, records are transferred to the Accounts
Receivable Division (FA-O/R) and maintained with appropriate check
cashing privilege records.'
* * * * *
AAFES 0702.23
Dishonored Check Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.
Individuals who have negotiated dishonored checks at Army and Air
Force Exchange Service (AAFES) facilities and whose check cashing
privilege is under review by the General Counsel.
Individual's name, Social Security Number, indebtedness, collection
efforts, and relevant documentation.
[[Page 36118]]
10 U.S.C. 3012, 3013, 8012, and 8013.
To collect dishonored check indebtedness.
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:
Information may be disclosed to civil or criminal law enforcement
agencies for law enforcement purposes.
The `Blanket Routine Uses' set forth at the beginning of the Army's
compilation of systems of records notices apply to this system.
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701 (a)(3)).
Paper records in file folders.
By surname of individual responsible for dishonored check.
Records are maintained in buildings having security guard and are
accessed only by personnel having official need therefor who are
properly screened, cleared and trained.
Records are retained by the Office of the General Counsel until
indebtedness has been satisfied, determined to be uncollectible, or
additional administrative action is required. Upon completion, records
are transferred to the Accounts Receivable Division (FA-O/R) and
maintained with appropriate check cashing privilege records
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: General
Counsel, PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, Social Security Number,
current address and telephone number, latest correspondence from AAFES
if available, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: General Counsel,
PO Box 660202, Dallas, TX 75266-0202.
Individual should provide their full name, Social Security Number,
current address and telephone number, latest correspondence from AAFES
if available, and signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual, his/her employer, law enforcement
investigative agencies, banking facilities, consumer reporting
agencies, and sources that furnish information regarding individual's
credit.
None.
AAFES 0702.34
Accounts Receivable Files (February 22, 1993, 58 FR 10017).
* * * * *
Delete entry and replace with `Headquarters, Army and Air
AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.'
* * * * *
Delete `dishonored check.'
In the fourth paragraph, replace `the Army has exhausted its
internal collection efforts' with `internal collection efforts have
been exhausted'.
Delete `dishonored check.'
* * * * *
Delete `AAFES/CM-G' and replace with `AAFES-FA-O/R'.
* * * * *
Delete entry and replace with `Records are retained in current
files until close of fiscal year in which receivable is cleared. At
year end, files are stored for 10 years and subsequently destroyed by
shredding.'
* * * * *
AAFES 0702.34
Accounts Receivable Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.
Army and Air Force Exchange Service (AAFES) customers (military,
retirees, civilian, and civilian dependents).
Case files relating to debts owed by individuals, including
dishonored checks, deferred payment plans, home layaway, salary/travel
advances, pecuniary liability claims and credit cards. These files
include all correspondence to the debtor/his or her commander, notices
from banks concerning indebtedness, originals or copies of returned
checks, envelopes showing attempts to contact the debtor, payment
documentation, pay adjustment authorizations, deferred payment plan
applications, charges and statements or accounts, and home layaway
cards.
[[Page 36119]]
10 U.S.C. 3012, 3013, and 8012; Federal Claims Collection Act of
1966, 31 U.S.C. 3711; Debt Collection Act of 1982 (Pub. L. 97-365); 31
U.S.C. 5512 through 5514; and E.O. 9397.
To process, monitor, and post audit accounts receivable, to
administer the Federal Claims Collection Act, and to answer inquiries
pertaining thereto.
To collect indebtedness.
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:
To the U.S. Department of Justice/U.S. Attorneys for legal action
and/or final disposition of the debt claim.
To the Internal Revenue Service to obtain locator status for
delinquent accounts receivables (controls exist to preclude
redisclosure of solicited IRS address data; and/or to report write-off
amounts as taxable income as pertains to amounts compromised and
accounts barred from litigation due to age).
To private collection agencies for collection action when the
internal collection efforts have been exhausted.
To civil or criminal law enforcement agencies for law enforcement
purposes.
The `Blanket Routine Uses' that appear at the beginning of the
Army's compilation of systems of records notices apply to this system.
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to consumer reporting agencies as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)) to collect indebtedness.
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Paper records in individual file folders.
Retrieved by customer's surname or Social Security Number.
Records are maintained in areas accessible only by authorized
personnel within AAFES-FA-O/R.
Records are retained in current files until close of fiscal year in
which receivable is cleared. At year end, files are stored for 10 years
and subsequently destroyed by shredding.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Chief,
Accounts Receivable Division, Comptroller Division, PO Box 660202,
Dallas, TX 75266-0202.
Individuals should provide full name, Social Security Number, or
other acceptable identifying information that will facilitate locating
the records.
Individuals seeking access to information about themselves
contained in this system of records should address written inquiries to
the Commander, Army and Air Force Exchange Service, ATTN: Chief,
Accounts Receivable Division, Comptroller Division, PO Box 660202,
Dallas, TX 75266-0202.
Individuals should provide full name, Social Security Number, or
other acceptable identifying information that will facilitate locating
the records.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are published in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the customer and from correspondence between AAFES and
Vendors.
None.
AAFES 0702.43
Travel Advance Files (February 22, 1993, 58 FR 10018).
* * * * *
Delete entry and replace with `Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.'
* * * * *
Delete entry and replace with `10 U.S.C. 3012, 3013, 8012 and E.O.
9397. '
* * * * *
Delete `surname' and replace with `Social Security Number.'
* * * * *
AAFES 0702.43
Travel Advance Files.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202;
AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE
09054;
AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP
96378-5163; and
Post and base exchanges within the AAFES system. Official mailing
addresses are published as an appendix to the Army's compilation of
systems of records notices.
Employees required to perform official travel.
Individual's name, organization to which assigned, details of
official travel, amount advanced, and similar relevant data.
[[Page 36120]]
10 U.S.C. 3012, 3013, 8012 and E.O. 9397.
To monitor travel advances against individual's authorized official
travel and to ensure settlement of indebtedness to the Government.
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 Army's
compilation of systems of records notices apply to this system.
Paper records in metal filing cabinets.
By employee's Social Security Number.
Records are accessed only by designated employees having official
need therefor in the performance of their duties.
Records are destroyed 1 year following settlement of an
individual's travel advance account.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Payroll
and Employee Benefits Division (FA-O/P), PO Box 660202, Dallas, TX
75266-0202.
Individual should provide their full name, sufficient details
concerning records sought, and signature.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Payroll and
Employee Benefits Division (FA-O/P), PO Box 660202, Dallas, TX 75266-
0202.
Individual should provide their full name, sufficient details
concerning records sought, and signature.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual, records of the AAFES office issuing travel
advance.
None.
AAFES 0903.06
Personnel Management Information System (February 22, 1993, 58 FR
10020).
* * * * *
Delete entry and replace with `Centralized at Headquarters, Army
and Air Force Exchange Service, PO Box 660202, Dallas, TX 75266-0202.
Segments of the system exist at servicing civilian personnel
offices at Commander, AAFES Pacific Rim Region, Unit 35163, APO AP
96378-5163;
Commander, AAFES Europe Region, Unit 24580, APO AE 09245; and
U.S. Operations Offices, and post/base exchanges worldwide.
Official mailing addresses are published as an appendix to the Army's
compilation of systems of records notices.'
Delete entry and replace with `10 U.S.C. 3012, 3013, 8012 and E.O.
9397.'
* * * * *
AAFES 0903.06
Personnel Management Information System.
Centralized at Headquarters, Army and Air Force Exchange Service,
PO Box 660202, Dallas, TX 75266-0202.
Segments of the system exist at servicing civilian personnel
offices at Commander, AAFES Pacific Rim Region, Unit 35163, APO AP
96378-5163;
Commander, AAFES Europe Region, Unit 24580, APO AE 09245; and
U.S. Operations Offices, and post/base exchanges worldwide.
Official mailing addresses are published as an appendix to the Army's
compilation of systems of records notices.
All employees of the Army and Air Force Exchange Service.
Individual's name, Social Security Number, Exchange location, home
address; date of birth; date hired, leave accrual data, retirement
participation data, service award data, citizenship, marital status,
sex, security clearance, military status, sponsor affiliation where
employee is a dependent of a U.S. Government/military member, job code
and title, employment category, pay plan, wage schedule, base hourly
rate, scheduled work week, Federal and State tax exemptions, type of
insurance coverage, authorized deductions, life insurance coverage,
physical examination documents, education and experience, licenses,
career plans, Personnel Evaluation Reports, training course data, and
similar relevant information.
10 U.S.C. 3012, 3013, 8012 and E.O. 9397.
To produce reports and statistical analyses of the civilian work
force strength trends and composition in support of established
manpower and budgetary programs and procedures; verify employment;
provide data in support of Equal Employment Opportunity Program
requirements; provide locator and emergency notification data; respond
to union requests; identify training requirements; provide salary data
for current and projected fiscal guidance, personnel data for current
and projected staffing requirements; provide suspense system for within
grade increases, length of service awards, performance ratings, pay
adjustments and tenure groups; provide data for retirement processing,
individual personnel actions; analyze leave usage; investigate
complaints, grievances and appeals; respond to requests from courts and
regulatory bodies; provide incentive awards information; provide
qualified candidates to fill position vacancies; counsel employees on
career development; plan dependent services in overseas areas;
determine validity of individual claims related to pay adjustments; and
for other managerial
[[Page 36121]]
and statistical studies, records, and reports.
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 Army's
compilation of systems of records notices apply to this system.
Computer tapes/discs; printouts.
By name or Social Security Number.
Disc and tape files reside in restricted areas accessible only to
authorized personnel who are properly screened, cleared, and trained.
Manual records and computer printouts containing personal identifiers
are maintained in locked file cabinets and are available only to
individuals having official need therefor.
Disc files are retained for 18 months after employee separates and
are destroyed with the exception of employees terminated under
disciplinary action (ineligible for rehire), retired employees and all
employees under the Universal Annual Salary Plan whose file remains a
permanent record. Back-up tapes are retained for 90 days. Computer
printouts are maintained as follows: System edit reports are destroyed
upon verification that errors have been corrected; printouts produced
for managerial reports are maintained for periods varying from 2 to 10
years; source documents and computer printouts which are included as
part of the employee's Official Personnel Folder are permanent.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Senior
Vice President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individuals should provide full name, Social Security Number,
current address and telephone number and, if terminated, include date
of birth, date of separation, and last employing location.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Senior Vice
President, People Resources Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individuals should provide full name, Social Security Number,
current address and telephone number and, if terminated, include date
of birth, date of separation, and last employing location.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the employee, his/her supervisor, AAFES records and reports,
Official Personnel Folder.
None.
AAFES 1203.03
Appointment of Contracting Officers (February 22, 1993, 58 FR
10021).
* * * * *
Delete entry and replace with `Headquarters, Army and Air Force
Exchange Service, PO Box 660202, Dallas, TX 75266-0202.'
* * * * *
Delete entry replace with `Records are maintained in the system
until two years after the end of the fiscal year in which the
individual's appointment as a contracting officer is terminated. At
that time, the records are destroyed.'
* * * * *
AAFES 1203.03
Appointment of Contracting Officers.
Headquarters, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Military or civilian personnel assigned to the Army and Air Force
Exchange Service (AAFES) are appointed as contracting officers.
Name, Social Security Number, job title and grade, qualifications,
training and experience, request for appointment as contracting
officer, copy of Certificate of Appointment, and other correspondence
and documents relating to individual's qualifications therefor.
10 U.S.C. 3012, 3013, and 8012; and E.O. 9397.
To ascertain an individual's qualifications to be appointed as
contracting officer; to determine if limitations on procurement
authority are appropriate; to complete Certificate of Appointment.
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 Army's
compilation of systems of records notices apply to this system.
Paper records in file folders.
By individual's surname.
Information is accessible only to designated persons having
official need therefor in the performance of their duties. Records are
maintained in building entrance which is limited to persons assigned to
AAFES.
Records are maintained in the system until two years after the end
of the fiscal year in which the individual's appointment as a
contracting officer is
[[Page 36122]]
terminated. At that time, the records are destroyed.
Commander, Army and Air Force Exchange Service, PO Box 660202,
Dallas, TX 75266-0202.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Commander, Army and Air Force Exchange Service, ATTN: Director,
Procurement Support and Policy Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide their full name, and sufficient details
to permit locating the pertinent records.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commander, Army and Air Force Exchange Service, ATTN: Director,
Procurement Support and Policy Directorate, PO Box 660202, Dallas, TX
75266-0202.
Individual should provide their full name, and sufficient details
to permit locating the pertinent records.
The Army's rules for accessing records and for contesting contents
and appealing initial agency determinations are contained in Army
Regulation 340-21; 32 CFR part 505; or may be obtained from the system
manager.
From the individual, personnel records, former employers,
educational institutions, AAFES records and reports.
None.
[FR Doc. 95-17111 Filed 07-12-95; 8:45 am]
BILLING CODE 5000-04-F