[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