[Federal Register Volume 60, Number 134 (Thursday, July 13, 1995)]
[Notices]
[Pages 36124-36130]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-17113]
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Defense Mapping Agency
Privacy Act of 1974; Notice To Delete and Amend Systems of
Records
AGENCY: Defense Mapping Agency, DOD.
ACTION: Notice to delete and amend systems of records.
-----------------------------------------------------------------------
SUMMARY: The Defense Mapping Agency is deleting three and amending five
[[Page 36125]]
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.
In addition, DMA is updating all addresses in their notices to
coincide with changes in the address directory provided below.
DATES: This proposed actions will be effective without further notice
on August 14, 1995, unless comments are received which result in a
contrary determination.
ADDRESSES: Ms. Helen Sharetts-Sullivan, General Counsel Information,
Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
FOR FURTHER INFORMATION CONTACT: Ms. Helen Sharetts-Sullivan at (703)
285-9315.
SUPPLEMENTARY INFORMATION: The Defense Mapping Agency 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 record system being amended are set
forth below followed by the entire notice, as amended. 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.
DELETIONS
B0614-02
Military Services Administrative Record Files (February 22, 1993,
58 FR 10205).
Reason: This system has been combined into B0614-01.
B0901-04
Civilian Employee Health Clinic Record (February 22, 1993, 58 FR
10206).
Reason: These records are covered under the government-wide system
of records notice OPM/GOVT-10.
B0401-02
Statements of Employment and Financial Interest and Ethics Act
Files (February 22, 1993, 58 FR 10196).
Reason: These records are covered under the government-wide system
of records notice OGE/GOVT-2.
AMENDMENTS
In all the DMA notices, the following changes will be made without
reprinting the notices.
DEFENSE MAPPING AGENCY OFFICIAL MAILING ADDRESSES
Replace `Director, ATTN: GCI St A-7, Defense Mapping Agency, 8613
Lee Highway, Fairfax, VA 22031-2137' with `DMA Fairfax, ATTN: GCM St A-
7, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Replace `DMA Aerospace Center, 3200 South Second Street, St. Louis,
MO 63118-3399' with `DMA St. Louis, 3200 South Second Street, St.
Louis, MO 63118-3399'.
Replace `DMA Hydrographic/Topographic Center, 4600 Sangamore Road,
Bethesda, MD 20816-5003'; and `DMA Combat Support Center, 6001
MacArthur Boulevard, Bethesda, MD 20816-5501'; and `DMA Systems Center,
4600 Sangamore Road, Bethesda, MD 20816-5003' with `DMA Bethesda, 4600
Sangamore Road, Bethesda, MD 20816-5003'.
Replace `DMA Reston Center, 12310 Sunrise Valley Drive, Reston, VA
22091-3414' with `DMA Reston, 12310 Sunrise Valley Drive, Reston, VA
22091-3414'.
Add `Defense Mapping School, 5825 21st Street, Suite 106, Ft.
Belvoir, VA 22060-5921'.
Delete the rest of the address directory.
B0401-03
Legal Assistance Case Files (February 22, 1993, 58 FR 10197).
* * * * *
Delete entry and replace with `Office of the General Counsel, DMA
Fairfax; Office of General Counsel, DMA Bethesda; Office of the General
Counsel West, DMA St. Louis. Official mailing addresses are published
as an appendix to DMA's compilation of systems of records notices.'
Delete entry and replace with `Military and civilian personnel
assigned to DMA who request legal assistance'.
* * * * *
After military, insert `and civilian'.
* * * * *
Delete first two sentences.
* * * * *
B0401-03
Legal Assistance Case Files.
Office of the General Counsel, DMA Fairfax; Office of the General
Counsel, DMA Bethesda; Office of the General Counsel West, DMA St.
Louis. Official mailing addresses are published as an appendix to DMA's
compilation of systems of records notices.
Military and civilian personnel assigned to DMA who request legal
assistance.
Files contain legal opinions of the General Counsel Office
regarding personal matters of an individual. Also copies of document
prepared on behalf of the individual.
44 U.S.C. 3101, Records Management by Federal Agencies.
To document legal matters and assistance provided to military and
civilian personnel by Counsel.
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 DMA's
compilation of systems of records notices apply to this system.
[[Page 36126]]
Paper record in file folders and/or floppy disk.
Filed alphabetically by last name of employee.
Records are maintained in a secured area/locked file cabinets with
access limited to authorized personnel whose duties require access.
The record is destroyed one year after completion of the case.
Selected opinions and correspondence withdrawn for use as precedent may
be held until no longer required for reference.
General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway,
Fairfax, VA 22031-2137.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee
Highway, Fairfax, VA 22031-2137.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway,
Fairfax, VA 22031-2137.
Written requests for information should contain the full name of
the individual, current address and telephone number, and Social
Security Number. Visits are limited to normal working hours. For
personal visits the individual should be able to provide some
acceptable identification, such as, drivers license, employing office's
identification card, and give some verbal information that could be
verified.
DMA's rules for accessing records and contesting contents and
appealing initial agency determinations are published in DMA
Instruction 5400.11; 32 CFR part 320; or may be obtained from the
system manager.
Request from military personnel for legal opinion on a personal
matter, opinions of counsel and documents prepared by counsel.
None.
B0402-05
Legal Claims File (February 22, 1993, 58 FR 10197).
* * * * *
Delete first paragraph and replace with `Primary location: Office
of the General Counsel, DMA Fairfax; Office of the General Counsel, DMA
Bethesda; Office of the General Counsel, DMA St. Louis. Official
mailing addresses are published as an appendix to DMA's compilation of
systems of records notices.'
* * * * *
B0402-05
Legal Claims File.
Primary location: Office of the General Counsel, DMA Fairfax;
Office of the General Counsel, DMA Bethesda; Office of the General
Counsel, DMA St. Louis. Official mailing addresses are published as an
appendix to DMA's compilation of systems of records notices.
Decentralized Segments - Washington National Records Center, GSA,
4205 Suitland Road, Suitland, MD 20409, Department of Army, Judge
Advocate General, Pentagon, Washington, DC.
DMA personnel having a claim against the Government for loss,
damage, or destruction of personal property.
Any individual filing a tort claim against DMA for damages, loss or
destruction of property, personal injury or death resulting from
negligence or wrongful act, or omission of acts by DMA personnel and
individuals against whom the Agency has legal claim.
File contains individual's claims, related correspondence and
processing papers, investigative reports, recommendations and opinions
of the General Counsel's Office.
44 U.S.C. 3101, Records Management by Federal Agencies and 28
U.S.C. 2671-2680, Federal Torts Claims Act.
To document claims against the Government by DMA personnel for
damage, loss, or destruction of personal property incident to their
service.
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 DMA's
compilation of systems of records notices apply to this system.
Paper record in file folders and/or floppy disk.
Filed alphabetically by last name of employee or by case name.
Records are maintained in a secured/locked file cabinets with
access limited to authorized personnel whose duties require access.
Disapproved claims and claims involving a minor are destroyed 10
years after final action on the case.
Approved claims are destroyed 5 years after final action on the
case.
General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway,
Fairfax, VA 22031-2137.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee
Highway, Fairfax, VA 22031-2137.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway,
Fairfax, VA 22031-2137.
Written requests for information should contain the full name of
the individual, current address and telephone number, and Social
Security
[[Page 36127]]
Number. Visits are limited to normal working hours. For personal visits
the individual should be able to provide some acceptable
identification, such as, drivers license, employing office's
identification card, and give some verbal information that could be
verified.
DMA's rules for accessing records and contesting contents and
appealing initial agency determinations are published in DMA
Instruction 5400.11; 32 CFR part 320; or may be obtained from the
system manager.
Related forms, correspondence, investigative reports and
information gathered in anticipation of litigation, and opinions of
Counsel.
None.
B0614-01
Official Records (Military) Files and Extracts (February 22, 1993,
58 FR 10205).
* * * * *
Delete entry and replace with `Military Personnel Information
Files.'
Delete entry and replace with `Military Personnel offices at DMA
Offices of Human Resources, Military Personnel Division; DMA Bethesda;
DMA St. Louis; and at Defense Mapping School, Ft. Belvoir, VA. Official
mailing addresses are published as an appendix to DMA's compilation of
systems of records.'
* * * * *
Delete entry and replace with `Copies of Army, Air Force, Navy, or
Marine Corps qualification records and assignment orders. Copies of
leave requests, biographies, evaluation/fitness reports, security
information, completed decoration documents, and finance action forms.
Routine correspondence regarding assignment actions, duty assignments,
extension of DMA tour, requests for training, etc.'
* * * * *
Delete entry and replace with `To determine the acceptability of an
individual nominated by the parent service for a DMA position: to be
used in the preparation of efficiency/fitness/effectiveness reports,
award recommendations, and other personnel actions. Documents used to
assist HRM personnel in serving as liaison between the individual, DMA,
and the servicing Military Personnel offices.'
* * * * *
Delete entry and replace with `Retain until departure of individual
from DMA. Hold one year and destroy.'
* * * * *
Delete entry and replace with `Office of Human Resources, Military
Personnel Division, ST A-8, Defense Mapping Agency, 8613 Lee Highway,
Fairfax, VA 22031-2137.'
* * * * *
B0614-01
Military Personnel Information Files.
Military Personnel offices at DMA Offices of Human Resources,
Military Personnel Division, (HRM); DMA Bethesda; DMA St. Louis; and at
the Defense Mapping School, Ft. Belvoir, VA. Official mailing addresses
are published as an appendix to DMA's compilation of systems of
records.
Military personnel assigned to DMA.
Copies of Army, Air Force, Navy, or Marine Corps qualification
records and assignment orders. Copies of leave requests, biographies,
evaluation/fitness reports, security information, completed decoration
documents, and finance action forms. Routine correspondence regarding
assignment actions, duty assignments, extension of DMA tour, requests
for training, etc.
44 U.S.C. 3l0l.
To determine the acceptability of an individual nominated by the
parent service for a DMA position: to be used in the preparation of
efficiency/fitness/effectiveness reports, award recommendations, and
other personnel actions. Documents used to assist HRM personnel in
serving as liaison between the individual, DMA, and the servicing
Military Personnel offices.
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 DMA's
compilation of systems of records notices apply to this system.
Paper records in file folders.
Alphabetically by name of individual.
Records are maintained in a secured area/locked file cabinets with
access limited to authorized personnel whose duties require access.
Retain until departure of individual from DMA. Hold one year and
destroy.
Office of Human Resources, Military Personnel Division, ST A-8,
Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Office of Human Resources Military Personnel Division, ST A-8,
Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the Office
of Human Resources Military Personnel Division, ST A-8, Defense Mapping
Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Written requests for information should contain the full name of
the individual, current address and telephone number, service number on
all correspondence received from this office. Visits are limited to
normal working hours.
For personal visits, the individual should be able to provide some
acceptable identification, such as, drivers license, employing office's
identification cards, and give some
[[Page 36128]]
verbal information that could be verified.
DMA's rules for accessing records and contesting contents and
appealing initial agency determinations are published in DMA
Instruction 5400.11; 32 CFR part 320; or may be obtained from the
system manager.
Information is obtained from the individual's Service Military
Personnel Center, the individual's rating official within the DMA and
the individual concerned.
None.
B0615-07
Safety Awards Files (February 22, 1993, 58 FR 10206).
* * * * *
Delete entry and replace with `Primary location: DMA Fairfax, Human
Resources Safety and Health Division.
Decentralized locations: Records Holding Area, Administrative
Operations Division. Official mailing addresses are published as an
appendix to DMA's compilation of systems of records notices.'
* * * * *
Delete entry and replace with `File contains a list of the names of
drivers who have received safe driver awards.'
* * * * *
B0615-07
Safety Awards Files.
Primary location: DMA Fairfax, Human Resources Safety and Health
Division.
Decentralized locations: Records Holding Area, Administrative
Operations Division. Official mailing addresses are published as an
appendix to DMA's compilation of systems of records notices.
Any Defense Mapping Agency driver.
File contains a list of the names of drivers who have received safe
driver awards.
5 U.S.C. 4503, Agency Awards.
To document presentation of safety awards to individuals in
compliance with established policy.
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 DMA's
compilation of systems of records notices apply to this system.
Paper records in file folders.
Filed alphabetically by name.
Records are maintained in a secured area/locked file cabinets with
access limited to authorized personnel whose duties require access.
Destroy when 5 years old.
Human Resources Safety and Health Division, ST A-8, Defense Mapping
Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Human Resources Safety and Health Division, ST A-8, Defense
Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the Human
Resources Safety and Health Division, ST A-8, Defense Mapping Agency,
8613 Lee Highway, Fairfax, VA 22031-2137.
Written requests for information should contain the full name of
the individual, current address and telephone number, and the case
control number that appears with the office symbol, on all
correspondence received from this office.
For personal visits, the individual should be able to provide some
acceptable identification, such as, drivers license, employing office's
identification card, and give some verbal information that could be
verified.
DMA's rules for accessing records and contesting contents and
appealing initial agency determinations are published in DMA
Instruction 5400.11; 32 CFR part 320; or may be obtained from the
system manager.
Driver record of the individual.
None.
B0901-07
Alcoholism and Drug Abuse Files (February 22, 1993, 58 FR 10207).
* * * * *
Delete entry and replace with `Primary location: DMA Fairfax.
Decentralized locations: DMA Bethesda, DMA Reston, and DMA St.
Louis. Records Holding Area, Administrative Operations Division.
Official mailing addresses are published as an appendix to DMA's
compilation of systems of records notices.
* * * * *
Delete entry and replace with `Office of Human Resources, Work
Force Management Division, ST A-8, Defense Mapping Agency, 8613 Lee
Highway, Fairfax, VA 22031-2137.'
* * * * *
B0901-07
Alcoholism and Drug Abuse Files.
Primary location: DMA Fairfax.
Decentralized locations: DMA Bethesda, DMA Reston, and DMA St.
Louis. Records Holding Area, Administrative Operations Division.
Official mailing addresses are published as an appendix to DMA's
compilation of systems of records notices.
All civilian employees who have contacted program counselor
requesting assistance.
File contains counseling interview notes, medical documents,
therapy/treatment referral notes.
[[Page 36129]]
21 U.S.C 1175; 5 U.S.C. 7301; 42 U.S.C. 290dd-3 and 290ee-3; Pub.
L. 100-71; E.O. 12564, Drug-Free Federal Workplace; and E.O. 9397.
To maintain documents relating to alcohol and narcotic control,
treatment, assistance, and advice provided to DMA personnel.
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 order to comply with provisions of 5 U.S.C. 7301 and 42 U.S.C.
290dd-3 and 290ee-3, the Defense Mapping Agency `Blanket Routine Uses'
do not apply to this system of records.
Records in this system may not be disclosed without the prior
written consent of such patient, unless the disclosure would be:
To medical personnel to the extent necessary to meet a bona fide
medical emergency;
To qualified personnel for the purpose of conducting scientific
research, management audits, financial audits, or program evaluation,
but such personnel may not identify, directly or indirectly, any
individual patient in any report of such research, audit, or
evaluation, or otherwise disclose patient identities in any manner; and
If authorized by an appropriate order of a court of competent
jurisdiction granted after application showing good cause therefor.
Paper records in file folders.
Filed chronologically by number; names deleted, but are known by
counselor.
Records are maintained in a secured area/locked file cabinets with
access limited to authorized personnel whose duties require access.
Destroy when 3 years old.
Office of Human Resources, Work Force Management Division, ST A-8,
Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137..
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to Human Resources Work Force Management Division, ST B-5, Defense
Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Human
Resources Work Force Management Division, ST B-5, Defense Mapping
Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.
Written requests for information should contain the full name of
the individual, current address and telephone number, and Social
Security Number. Visits are limited to normal working hours. For
personal visits the individual should be able to provide some
acceptable identification, such as, drivers license, employing office's
identification card, and give some verbal information that could be
verified.
DMA's rules for accessing records and contesting contents and
appealing initial agency determinations are published in DMA
Instruction 5400.11; 32 CFR part 320; or may be obtained from the
system manager.
Employee interviews and medical reports. Employee or relatives.
None.
B0901-08
Civilian Employee Drug Abuse Testing Program Records (February 22,
1993, 58 FR 10208).
* * * * *
Delete entry and replace with `Primary location: DMA Fairfax, DMA.
Decentralized locations: DMA Bethesda, DMA Reston, and DMA St.
Louis. Records Holding Area, Administrative Operations Division.
Official mailing addresses are published as an appendix to DMA's
compilation of systems of records notices.
* * * * *
Delete entry and replace with `Office of Human Resources, Work
Force Management Division, ST A-8, Defense Mapping Agency, 8613 Lee
Highway, Fairfax, VA 22031-2137.
* * * * *
B0901-08
Civilian Employee Drug Abuse Testing Program Records.
Primary location: DMA Fairfax, DMA.
Decentralized locations: DMA Bethesda, DMA Reston, and DMA St.
Louis. Records Holding Area, Administrative Operations Division.
Official mailing addresses are published as an appendix to DMA's
compilation of systems of records notices.
Employees of, and applicants for positions in the Defense Mapping
Agency.
Records relating to the selection, notification, and testing of
employees and applicants; collection authentication and chain of
custody documents; laboratory test results information.
5 U.S.C. 7301 and 7361; Pub. L. 100-71; E.O. 12564, Drug-Free
Federal Workplace; and E.O. 9397.
The system is established to maintain Drug Program Coordinator
records on the selection, notification, and testing of employees and
applicants (i.e., urine specimens, drug test results, chain of custody
records, etc.) for illegal drug use.
Records contained in this system are also used by DMA's Medical
Review Official; the administrator of any Employee Assistance Program
in which the employee is receiving counseling or treatment or is
otherwise participating; and management officials within DMA having
authority to take adverse personnel action against such employee.
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:
[[Page 36130]]
In order to comply with the provisions of 5 U.S.C. 7301, the DMA
`Blanket Routine Uses' do not apply to this system of records.
To a court of competent jurisdiction where required by the United
States Government to defend against any challenge against any adverse
personnel action.
Paper records are maintained in file folders and secured file
cabinets. Electronic records exist on magnetic tape, diskette, or other
machine readable media.
Records are retrieved by Agency activity name, employee or
applicant name, Social Security Number, Identification Number assigned,
collection site, date of testing, or any combination of these.
Paper records are stored in file cabinets that are locked when not
being used. Electronic records are accessed on computer terminals in
supervised areas using a system with password access safeguards. All
employee and applicant records are maintained and used with the highest
regard for employee and applicant privacy. Only persons on a need-to-
know basis and trained in the handling of information protected by the
Privacy Act have access to the system.
Records on employees are retained for two years. Records on
applicants are maintained for a period not to exceed six months.
Records are destroyed by shredding, burning, or, in the case of
electronic records, by erasure.
DMA Drug Program Manager, Human Resources Work Force Management
Division, ST B-5, 8613 Lee Highway, Fairfax, VA 22031-2137.
Individuals seeking to determine if this system of records contains
information about themselves must address written inquiries to the DMA
Drug Program Manager, Human Resources Work Force Management Division,
ST B-5, 8613 Lee Highway, Fairfax, VA 22031-2137.
Requests must contain the full name, Social Security Number,
current address and telephone number of subject individual.
Individuals seeking access to records about themselves contained in
this system of records must address written inquiries to the DMA Drug
Program Manager, Human Resources Work Force Management Division, ST B-
5, 8613 Lee Highway, Fairfax, VA 22031-2137.
Requests must contain the full name, Social Security Number,
current address and telephone number of subject individual.
DMA's rules for accessing records and contesting contents and
appealing initial agency determinations are published in DMA
Instruction 5400.11; 32 CFR part 320; or may be obtained from the
system manager.
Records in this system are obtained from the individual to whom the
records pertain; agency employees, supervisors, and management
officials involved in the DMA Drug Abuse Testing Program.
None.
Delete the current addresses directory and replace with:
DEFENSE MAPPING AGENCY OFFICIAL MAILING ADDRESSES
DMA Fairfax, ATTN: GCM St A-7, Defense Mapping Agency, 8613 Lee
Highway, Fairfax, VA 22031-2137.
DMA St. Louis, 3200 South Second Street, St. Louis, MO 63118-3399.
DMA Bethesda, 4600 Sangamore Road, Bethesda, MD 20816-5003.
DMA Reston, 12310 Sunrise Valley Drive, Reston, VA 22091-3414.
Defense Mapping School, 5825 21st Street, Suite 106, Ft. Belvoir,
VA 22060-5921.
[FR Doc. 95-17113 Filed 07-12-95; 8:45 am]
BILLING CODE 5000-04-F