[Federal Register Volume 62, Number 143 (Friday, July 25, 1997)]
[Notices]
[Pages 40054-40055]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-19560]
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DEPARTMENT OF DEFENSE
Defense Special Weapons Agency
Privacy Act of 1974; System of Records
AGENCY: Defense Special Weapons Agency, DOD.
ACTION: Notice to add a system of records.
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SUMMARY: The Defense Special Weapons Agency proposes to add one record
system to its inventory of system of records 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 August
25, 1997, unless comments are received that would result in a contrary
determination.
ADDRESSES: Send comments to General Counsel, Defense Special Weapons
Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398
FOR FURTHER INFORMATION CONTACT: Ms. Sandy Barker at (703) 325-7681.
SUPPLEMENTARY INFORMATION: The Defense Special Weapons Agency notices
for systems of records subject to the Privacy Act of 1974 (5 U.S.C.
552a), as amended, have been published in the Federal Register and are
available from the address above.
The proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on July 15, 1997, to the
Committee on Government Reform and Oversight of the House of
Representatives, the Committee on Governmental Affairs of the Senate,
and the Office of Management and Budget (OMB) pursuant to paragraph 4c
of Appendix I to OMB Circular No. A-130, `Federal Agency
Responsibilities for Maintaining Records About Individuals,' dated
February 8, 1996 (February 20, 1996, 61 FR 6427).
Dated: July 21, 1997.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
HDSWA 018
System Name:
Travel Management Program.
System Location:
Primary location: Headquarters, Defense Special Weapons Agency,
6801 Telegraph Road, Alexandria, VA 22310-3398.
Secondary location: Defense Special Weapons Agency subordinate
commands.
Categories of Individuals in the System:
Any person, government or private, who travels on official business
for the Defense Special Weapons Agency or who submits a request for
payments of a travel advance or travel claim to the Defense Special
Weapons Agency.
Categories of Records in the System:
Records relating to official travel of individuals, including
travel orders, per diem vouchers, transportation requests, travel
itinerary, and supporting documentation. Records contain individual's
name, Social Security Number, home address and telephone number,
employing office name and telephone number, and electronic banking
identification codes.
Authority for Maintenance of the System:
5 U.S.C. 2105, 5561, 5564, 5701-5708, 5721-5730, 5742; 50 U.S.C.,
app. 2160; and E.O. 9397 (SSN).
Purpose(s):
To maintain an official travel record authorization and payment
file system. Provides management information for control of travel
expenditures, support documentation requirements, and provides
reimbursement accounting for persons on official travel.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
The 'Blanket Routine Uses' set forth at the beginning of DSWA's
compilation of system of records notices apply to this system.
Disclosure to Consumer Reporting Agencies:
Disclosures 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 (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to
aid in the collection of outstanding debts owed to the Federal
government; typically to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their
credit records.
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.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Paper records are maintained in file folders. Receipts for travel/
lodging will be maintained in a central location in the Office of the
Comptroller. Electronic data is maintained on a networked computer
system with access safeguards. The Travel Manager software Plus Program
being utilized is
[[Page 40055]]
operated under a Department of Defense Pilot and is connected to the
DSWA Green Local Area Network. This automated system includes forms
generation, electronic document routing, electronic document approval,
enforcement of agency defined limits, automated funds availability
verification and electronic interface to mainframe accounting.
Retrievability:
Files may be retrieved by name or Social Security Number of
individual or by travel order number.
Safeguards:
Paper records are kept in filing cabinets and other storage places
within these offices. Work areas are sight controlled during normal
duty hours. Buildings are protected by security guards and an intrusion
alarm system.
Access to computer records is controlled by a user identification
and password system. Personnel having access are limited to those
having a need-to-know who have been trained in handling Privacy Act
information. Additionally physical access to video display terminals is
under strict supervisory control, access to computer peripheral
equipment is controlled, reports are issued that are used to monitor
use of the system, output products and storage media is labeled to warn
individuals that they contain personal information subject to the
Privacy Act.
Retention and Disposal:
The automated record is retained 2 years following the final
settlement of a travel claim. Records recorded on tapes or disks are
disposed of by degaussing or erasing. A history hard copy file is
maintained for 2 years and then retired to the Records Center. They are
destroyed 7 years after retirement.
System Manager(s) and Address:
Director, Office of Logistics and Engineering, Defense Special
Weapons Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398.
Notification Procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Office of General Counsel, Defense Special Weapons Agency, 6801
Telegraph Road, Alexandria, VA 22310-3398.
The individual should make reference to the office where assigned
or affiliated, dates of travel and provide Social Security Number for
positive identification.
Record Access Procedures:
Individuals seeking to access information about themselves
contained in this system should address written inquiries to the Office
of General Counsel, Defense Special Weapons Agency, 6801 Telegraph
Road, Alexandria, VA 22310-3398.
The individual should make reference to the office where assigned
or affiliated, dates of travel and provide Social Security Number for
positive identification.
Contesting Record Procedures:
The DSWA rules for contesting records and appealing initial agency
determinations are published in DSWA Instruction 5400.11B; 32 CFR part
318; or may be obtained from the General Counsel, Defense Special
Weapons Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398.
Record Source Categories:
From the individual, the systems administrator, or the vendor of
travel and related service. Supporting documentation is provided from
the associated travel order, division, service providers and the
Defense Finance and Accounting Agency.
Exemptions Claimed for the System:
None.
[FR Doc. 97-19560 Filed 7-24-97; 8:45 am]
BILLING CODE 5000-04-F