[Federal Register Volume 60, Number 211 (Wednesday, November 1, 1995)]
[Notices]
[Pages 55552-55562]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-27115]



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DEPARTMENT OF DEFENSE

Privacy Act of 1974; Notice to Amend Record Systems

AGENCY: Department of the Army, DOD.

ACTION: Notice to amend record systems.

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SUMMARY: The Department of the Army proposes to amend twelve systems of 
records in its inventory of record systems notices subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on December 
1, 1995, unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to the Privacy Act Officer, Information 
Requirements Division, ASOP-MP, Department of the Army, 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 record system 
notices for records systems subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address above.

    The specific changes to the record system being amended are set 
forth below, followed by the 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: October 20, 1995.


Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AMENDMENTS
AAFES 0207.02
    Customer Comments, Inquiries, and Direct Line Files (July 13, 1995, 
60 FR 36111).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0207.02
    Customer Comments, Inquiries, and Direct Line Files.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.
    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. 

[[Page 55553]]

    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 0306.12
    Personnel Security Case Files (February 22, 1993, 58 FR 10005).
    Delete entry and replace with `AAFES 1703.03'.
    Delete entry and replace with `Personnel Security Clearance Case 
Files'.
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
    Delete attention line and replace with `ATTN: Director, Loss HQ 
Prevention Division'.
    Delete attention line and replace with `ATTN: Director, Loss 
Prevention Division'.
* * * * *
AAFES 1703.03
    Personnel Security Clearance Case Files.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.
    Persons affiliated with the Army and Air Force Exchange Service 
(AAFES) by assignment, employment, contractual relationship, or as the 
result of an interservice support agreement on whom a personnel 
security clearance determination has been completed, is in process, or 
may be pending.
    File may contain pending and completed personnel security clearance 
actions on individuals by personal identifying data. It may also 
contain briefing/debriefing statements for special programs, sensitive 
positions, and other related information and documents required in 
connection with personnel security clearance determinations.
    E.O. 11652.
    To assist in the processing of personnel security clearance 
actions; to record security clearances issued or denied; and to verify 
eligibility for access to classified information or assignment to a 
sensitive position. Records may be used by AAFES commanders for adverse 
personnel actions such as removal from sensitive duties, removal from 
employment, denial to a restricted or sensitive area, and revocation of 
security clearance.
    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 released to Federal agencies based on formal 
accreditation as specified in official directives; regulations; to 
Federal, State, local, and foreign law enforcement, intelligence, or 
security agencies in connection with a lawful investigation under their 
jurisdiction.
    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 folders; cards; computer tapes, punched cards, or 
discs.
    By individual's surname.
    Records are located in locked safes or cabinets; access is 
restricted to designated individuals having need therefor in the 
performance of official duties.
    Records are permanent. They are retained in active file until the 
end of the fiscal year in which the individual is no longer employed or 
associated with the Army and Air Force Exchange Service; held 2 
additional years in inactive status and retired to the National 
Personnel Records Center, 111 Winnebago Street, St. Louis, MO 63118-
4199.
    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 

[[Page 55554]]
Exchange Service, ATTN: Director, Loss Prevention Division, PO Box 
660202, Dallas, TX 75266-0202.
    Individual should provide their full name, Social Security Number, 
present address and telephone number, 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, Loss 
Prevention Division, PO Box 660202, Dallas, TX 75266-0202.
    Individual should provide their full name, Social Security Number, 
present address and telephone number, 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; investigative results furnished by the Defense 
Investigative Service and other Federal, Department of Defense, State, 
local, and/or foreign law enforcement agencies.
    None.
AAFES 0401.04
    Official Personnel Folders and General Personnel Files (February 
22, 1993, 58 FR 10006).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
    Delete entry and replace with `By individual's surname and Social 
Security Number.'
* * * * *
    Delete attention line and replace with `ATTN: Senior Vice 
President, People Resources Directorate'.
    Delete attention line and replace with `ATTN: Senior Vice 
President, People Resources Directorate'.
* * * * *
AAFES 0401.04
    Official Personnel Folders and General Personnel Files.
    The Official Personnel Folder is located in the Personnel Office at 
Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.
    Included in this system are the Employee Service Record Card Files 
and those records duplicated for maintenance at a site closer to where 
the employee works (e.g., in an administrative office or supervisor's 
work folder).
    Current and former employees of the Army and Air Force Exchange 
Service (AAFES).
    Name, Social Security Number, date of birth, home residence, 
mailing address, telephone number; records reflecting work experience, 
educational level achieved; letters of commendation; training courses 
in which enrolled and certificates of completion; security clearance; 
personnel actions such as appointments, transfers, reassignments, 
separations, reprimands; salary and benefits documents to include 
allowances and insurance data; travel orders; and similar relevant 
information.
    10 U.S.C. 3012, 3013, and 8012.
    The Official Personnel Folder and other general personnel records 
are the official repository of the records, reports of personnel 
actions, and the documents and papers required in connection with these 
actions effected during an employee's service with the Army and Air 
Force Exchange Service.
    Records provide the basic source of factual data about a person's 
employment with the agency and have various uses by AAFES personnel 
offices, including screening qualifications of employees, determining 
status, eligibility, and employee's rights and benefits, computing 
length of service, and other information needed to provide personnel 
services.
    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 the Department of Labor, Department 
of Veterans Affairs, Social Security Administration, Federal agencies 
that have special civilian employee retirement programs; or a national, 
state, county, municipal, or other publicly recognized charitable or 
income security administration agency (e.g., State unemployment 
compensation agencies), where necessary to adjudicate a claim under the 
retirement, insurance or health benefits programs or to an agency to 
conduct studies or audits of benefits being paid under such programs.
    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; Kardex files; microfilm or 
microfiche, and in computer storage media.
    By individual's surname and Social Security Number.
    Paper or microfiche/microfilmed records are located in locked metal 
cabinets or in secured rooms with access limited to those personnel 
whose official duties require access. Access to computerized records is 
limited, through use of access codes and entry logs, to those whose 
official duties require access.
    The Official Personnel Folder is permanent. Upon employee's 
separation, it is transferred to the National Personnel Records Center 
(Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199. Duplicate 

[[Page 55555]]
records maintained in an administrative office or at supervisory levels 
are destroyed 90 days after employee's separation. Service Record Card 
Files are retained for 5 years following employee's separation and 
retired to a records holding area for 15 additional years before being 
destroyed, except that those of employees of discontinued AAFES 
installations are retired to the National Personnel Records Center 
(Civilian). Automated personnel records are retained indefinitely for 
managerial and statistical studies; after an employee's separation, 
records are not used in making decisions concerning the employee.
    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 must furnish their full name, Social Security Number, 
current address and telephone number; if terminated, also 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 must furnish their full name, Social Security Number, 
current address and telephone number; if terminated, also 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 individual, educational institutions, officials and other 
individuals of the Army and Air Force Exchange Service, third parties 
responding to reference checks, previous employers, law enforcement 
agencies, physicians.
    None.
AAFES 0403.01
    Application for Employment Files (February 22, 1993, 58 FR 10007).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
    Delete entry and replace with `Applicant records are retained for 
up to six months; records for applicants hired become part of the 
person's Official Personnel Folder.'
* * * * *
    Delete attention line and replace with `ATTN: Senior Vice 
President, People Resources Directorate'.
    Delete attention line and replace with `ATTN: Senior Vice 
President, People Resources Directorate'.
* * * * *
AAFES 0403.01
    Application for Employment Files.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202, for applicants of executive and managerial 
positions.
    Records of applicants for all other Army and Air Force Exchange 
Service positions may be located also at Army and Air Force Exchange 
Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-
Kastel, Germany; and
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.
    Persons who have applied for employment in the Army and Air Force 
Exchange Service (AAFES).
    Applications generally include individual's name, date of birth, 
Social Security Number, home address, information on work and 
educational experience, military service, convictions for offenses 
against the law, specialized training, awards or honors; documents 
reflecting results of written examinations and ratings; reference 
checks and results; evidence of satisfactory physical condition, pre-
employment investigations and clearances deemed appropriate to the 
position for which application is made; notification from AAFES 
concerning selection/non-selection.
    10 U.S.C. 3012, 3013, and 8012.
    The records are used in considering individuals who have applied 
for positions in the Army and Air Force Exchange Service by making 
determinations of qualifications including medical qualifications, for 
positions applied for, and to rate and rank applicants applying for the 
same or similar 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 file folders.
    By applicant's surname.
    Records are maintained in a secured area with access limited to 
authorized personnel whose duties require access.
    Applicant records are retained for up to six months; records for 
applicants hired become part of the person's Official Personnel Folder.
    Commander, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202. 

[[Page 55556]]

    Individuals seeking to determine whether information about 
themselves is contained in this systems 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, 
current address and telephone number, and sufficient details concerning 
position and location thereof for which application had been submitted.
    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, 
current address and telephone number, and sufficient details concerning 
position and location thereof for which application had been submitted.
    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 previous employer(s) and personal 
references, law enforcement agencies, medical authorities.
    None.
AAFES 0404.01
    Incentive Awards Case Files (July 13, 1995, 60 FR 36111).
* * * * *
    Delete `Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0404.01
    Incentive Awards Case Files.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany.
    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 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 0405.03
    Personnel Appeals and Grievances (February 22, 1993, 58 FR 10009).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0405.03
    Personnel Appeals and Grievances. 

[[Page 55557]]

    Office of the General Counsel at Headquarters, Army and Air Force 
Exchange Service, PO Box 660202, Dallas, TX 75266-0202; and
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany.
    Any employee of the Army and Air Force Exchange Service (AAFES) who 
has filed an appeal of an adverse action and/or is contesting a 
personnel action when the appeal/grievance has been referred to the 
appropriate General Counsel's office.
    Correspondence, documentation, and memoranda concerning the appeal/
grievance.
    10 U.S.C. 3012, 3013, and 8012.
    To determine propriety and legal sufficiency or the agency's action 
in the appeal or grievance matter.
    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.
    Buildings employ security guards. Records are maintained in areas 
accessible only to authorized personnel who are properly screened, 
cleared and trained.
    Retained in the servicing General Counsel's office for 1 year after 
final decision is made; subsequently retired to the AAFES warehouse or 
servicing General Services Administration records holding center where 
it is held 6 years before being 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 General Counsel at the Army and Air Force Exchange Service 
location where appeal/grievance was filed.
    Individual should provide full name, current address and telephone 
number, the latest correspondence received by them from the General 
Counsel's office, if available, 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 appeal/grievance was filed.
    Individual should provide full name, current address and telephone 
number, the latest correspondence received by them from the General 
Counsel's office, 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 AAFES personnel office responsible for records on the 
employee; from the AAFES Grievance Examiner; and from the AAFES 
employee and/or his/her representative.
    None.
AAFES 0408.17
    HPP Employee Upward Mobility Program Files (July 13, 1995, 60 FR 
36113).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0408.17
    HPP Employee Upward Mobility Program Files.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. 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.
    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.
    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. 

[[Page 55558]]

    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 0409.01
    AAFES Accident/Incident Reports (February 22, 1993, 58 FR 10013).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
    Add `E.O. 9397' to entry.
* * * * *
    Delete attention line and replace with `ATTN: Director, Loss 
Prevention Division'.
    Delete attention line and replace with `ATTN: Director, Loss 
Prevention Division'.
* * * * *
AAFES 0409.01
    AAFES Accident/Incident Reports.
    Safety and Security Offices of Headquarters, Army and Air Force 
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany; Exchange
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.
    Individuals involved in accidents, incidents, or mishaps resulting 
in theft or reportable damage to Army and Air Force Exchange Service 
(AAFES) property or facilities; individuals injured or become ill as a 
result of such accidents, incidents, or mishaps.
    AAFES Accident Report, AAFES Incident Report, record of injuries 
and illnesses; physicians' reports; witness statements; investigatory 
reports; similar relevant documents.
    E.O. 11807 and E.O. 9397.
    To record accidents, incidents, mishaps, fires, theft, etc., 
involving Government property; and personal injuries/illnesses in 
connection therewith, for the purposes of recouping damages, correcting 
deficiencies, initiating appropriate disciplinary action; filing of 
insurance and/or workmen's compensation claims therefor; and for 
managerial and statistical 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:
    Information may be disclosed to the Department of Labor to support 
workmen's compensation claims.
    The information in this system may also be released during 
administrative and judicial proceedings when relevant.
    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; computer magnetic tapes and 
printouts; microfiche.
    By name of individual involved or injured and Social Security 
Number.
    Records are accessed only by designated individuals having official 
need therefor in the performance of their duties, within buildings 
protected by security guards.
    Paper records are retained for 2 years following which it is 
destroyed by shredding; information on microfiches is retained for 3 
years; computer tapes reflecting historical data 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: Director, 
Loss Prevention Division, PO Box 660202, Dallas, TX 75266-0202. 

[[Page 55559]]

    Individual should provide their full name, present address and 
telephone number; sufficient details concerning the accident, mishap, 
or attendant injury to permit locating the record, 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, Loss 
Prevention Division, PO Box 660202, Dallas, TX 75266-0202.
    Individual should provide their full name, present address and 
telephone number; sufficient details concerning the accident, mishap, 
or attendant injury to permit locating the record, 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; medical facilities; investigating official; 
State Bureau of Motor Vehicles, State and local law enforcement 
authorities; witnesses; victims; official Department of Defense records 
and reports.
    None.
AAFES 0502.02
    Biographical Files (July 13, 1995, 60 FR 36116).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0502.02
    Biographical Files.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202 and the Army and Air Force Exchange Service-
Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, 
Germany.
    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 0607.01
    Confidential Financial Disclosure Report (July 13, 1995, 60 FR 
36111).
* * * * *
    Delete `HQ Army and Air Force Exchange Service-Europe, Pinder 
Barracks, Schwabacherster 20 8502 Zirndorf' and replace with `Army and 
Air Force Exchange Service-Europe Region, Building 4001, In der Witz 
14-18, 55252 Mainz-Kastel, Germany'.
* * * * *
AAFES 0607.01
    Confidential Financial Disclosure Report.
    Office of the General Counsel at Headquarters, Army and Air Force 
Exchange Service, PO Box 660202, 

[[Page 55560]]
Dallas, TX 75266-0202 and Army and Air Force Exchange Service-Europe 
Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany.
    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.
    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.
    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 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, 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 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 0703.07
    AAFES Employee Pay System Records (February 22, 1993, 58 FR 10019).
* * * * *
    Delete entry and replace with `Headquarters, Army and Air Force 
Exchange Service, PO Box 660202, Dallas, TX 75266-0202;
    Commander, Army and Air Force Exchange Service-Pacific Rim Region, 
Unit 35163, APO AP 96378-0163; and
    Commander, Army and Air Force Exchange Service-Europe, Unit 24580, 
APO AE 09245.'
* * * * *
    Delete `management narrative and statistical reports relating to 
pay, leave and retirement.' and replace with `management narrative and 
statistics; reports relating to pay, leave, and retirement; Social 
Security Numbers of dependents of employees in the Healthy Beginnings 
Program'.
* * * * *

[[Page 55561]]

    Add `E.O. 9397' to entry.
* * * * *
AAFES 0703.07
    AAFES Employee Pay System Records.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Commander, Army and Air Force Exchange Service-Pacific Rim Region, 
Unit 35163, APO AP 96378-0163; and
    Commander, Army and Air Force Exchange Service-Europe, Unit 24580, 
APO AE 09245.
    Civilian employees of the Army and Air Force Exchange System 
(AAFES).
    Employee's name; Social Security Number; AAFES facility number; 
individual's pay, leave, and retirement records, withholding/deduction 
authorization for allotments, health benefits, life insurance, savings 
bonds, financial institutions, etc.; tax exemption certificates; 
personal exception and indebtedness papers; subsistence and quarters 
records; statements of charges, claims; roster and signature cards of 
designated timekeepers; payroll and retirement control and working 
paper files; unemployment compensation data requests and responses; 
reports of retirement fund deductions; management narrative and 
statistical reports relating to pay, leave, and retirement.
    Title 6, GAO policy and Procedures Manual for Guidance of Federal 
Agencies; 10 U.S.C. 3012, 3013, and 8012.
    To provide basis for computing civilian pay entitlements; to record 
history of pay transactions, leave accrued and taken, bonds due and 
issued, taxes paid; to answer inquiries and process claims.
    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 Treasury Department to record checks and bonds issued.
    To the Internal Revenue Service to report taxable earnings and 
taxes withheld; to locate delinquent debtors.
    To States and Cities/Counties to provide taxable earnings of 
civilian employees to those states and cities or counties which have 
entered into an agreement with the Department of Defense and the 
Department of the Treasury.
    To State Employment Offices to provide information relevant to the 
State's determination of individual's entitlement to unemployment 
compensation.
    To the U.S. Department of Justice/U.S. Attorneys for legal action 
and/or final disposition of debt claims against the Army and Air Force 
Exchange Service.
    To private collection agencies for collection action when the Army 
and Air Force Exchange Service has exhausted its internal collection 
efforts.
    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 in file folders and in bulk storage; card files; 
computer magnetic tapes, discs and printouts; microfiches, microfilm.
    Automated records are retrieved by employee's Social Security 
Number within payroll block; manual records are retrieved by 
individual's surname or Social Security Number.
    Records are restricted to personnel who are properly cleared and 
trained and have an official need therefor. In addition, integrity of 
automated data is ensured by internal audit procedures, data base 
access accounting reports and controls to preclude unauthorized 
disclosure.
    The majority of documents are retained 4 years after which they are 
destroyed by shredding. Exceptions are Time and Attendance sheets: 
retained 6 years; W-2 data and employer quarterly Federal tax returns 
are retained 5 years; Payroll Registers are permanent.
    Commander, HQ 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, HQ Army and Air Force Exchange Service, ATTN: FA, PO 
Box 660202, Dallas, TX 75266-0202.
    Individual should provide their full name, Social Security Number, 
current address and telephone number; if terminated, include date and 
place of separation.
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA, PO 
Box 660202, Dallas, TX 75266-0202.
    Individual should provide their full name, Social Security Number, 
current address and telephone number; if terminated, include date and 
place of separation.
    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 actions; other agency records and 
reports.
    None. 

[[Page 55562]]

AAFES 1609.02
    AAFES Customer Service (August 2, 1995, 60 FR 39368).
* * * * *
    Delete second address and replace with `Army and Air Force Exchange 
Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-
Kastel, Germany'.
* * * * *
AAFES 1609.02
    AAFES Customer Service.
    Headquarters, Army and Air Force Exchange Service, PO Box 660202, 
Dallas, TX 75266-0202;
    Army and Air Force Exchange Service-Europe Region, Building 4001, 
In der Witz 14-18, 55252 Mainz-Kastel, Germany; and
    Exchange Regions and Area Exchanges at posts, bases, and satellites 
world-wide. 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 who purchase 
merchandise on a time payment, layaway, or special order basis, or who 
need purchase adjustments or refunds.
    Individual's Social Security Number, copies of layaway tickets, 
requests for refunds, special order forms/procurement request/logs, 
cash receipt/charge or credit vouchers, repair vouchers, warranty 
documents, correspondence between AAFES and the customer and/or vendor 
.
    10 U.S.C. 3012, 3013, 8012, 8013, and E.O. 9397.
    To record customer transactions/payment for layaway and special 
orders; to determine payment status before finalizing transactions; to 
identify account delinquencies and prepare customer reminder notices; 
to mail refunds on canceled layaway or special orders; to process 
purchase refunds; to document receipt from customer of merchandise 
subsequently returned to vendors for repair or replacement and initiate 
follow-up actions.
    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 monitor individual customer refunds. See previous comment.
    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 in file boxes and cabinets.
    By customer's surname, Social Security Number, document control 
number, and/or due date.
    Records are maintained in secured areas, accessible only to 
authorized personnel having need for the information in the performance 
of their duties.
    Cancelled or completed layaway tickets are held for 6 months after 
cancellation or delivery of merchandise; purchase orders are retained 
for 2 years; refund vouchers are retained for 6 years; returned 
merchandise slips are retained for 6 years; cash receipt vouchers are 
retained for 3 years; repair/replacement order slips are held 2 years. 
All records 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: SD, PO Box 
660202, Dallas, TX 75266-0202.
    Individual should provide name and sufficient details of purchase 
to enable locating pertinent records, current address and telephone 
number.
    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: SD, PO Box 
660202, Dallas, TX 75266-0202.
    Individual should provide name and sufficient details of purchase 
to enable locating pertinent records, current address and telephone 
number.
    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; vendor.
    None.
[FR Doc. 95-27115 Filed 10-31-95; 8:45 am]
BILLING CODE 5000-04-F