[Federal Register Volume 62, Number 179 (Tuesday, September 16, 1997)]
[Notices]
[Pages 48633-48634]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-24533]


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DEPARTMENT OF DEFENSE

Department of the Navy


Privacy Act of 1974; System of Records

AGENCY: Marine Corps, Department of the Navy, DOD..
ACTION: Amend a record system.

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SUMMARY: The U.S. Marine Corps proposes to amend a system of records in 
its inventory of record systems subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended.
DATES: The amendment will be effective September 16, 1997.
ADDRESSES: Send comments to the Head, FOIA and Privacy Act Section, 
Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-
1775.
FOR FURTHER INFORMATION CONTACT: Ms. B. L. Thompson at (703) 614-4008 
or DSN 224-4008.
SUPPLEMENTARY INFORMATION: The U.S. Marine Corps 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 proposed amendments are not within the purview of subsection 
(r) of the Privacy Act (5 U.S.C. 552a), as amended, which would require 
the submission of a new or altered system report for each system. The 
specific changes to the record systems being amended are set forth 
below followed by the notices, as amended, published in their entirety.
    Dated: September 11, 1997.

L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
MMN00010

System name:
    Personnel Services Working Files (February 22, 1993, 58 FR 10664).

Changes:
* * * * *

Purpose:
    Delete the last four words in the entry and replace with a period 
and add the following sentence `Key Volunteer Network (KVN) personnel 
or Chaplains will use this information to contact the next of kin on 
family matters, to include decedent affairs.'
* * * * *

Record source categories:
    In line one, delete the words `Marine Corps Manpower Management 
System; Joint Uniform Military Pay System' and replace with `Marine 
Corps Total Force System'.
* * * * *
MMN00010

System name:
    Personnel Services Working Files.

System location:
    All Marine Corps activities. U.S. Marine Corps official mailing 
addresses are incorporated into the Department of the Navy's address 
directory, published as an appendix to the Navy's compilation of 
systems of records notices.

Categories of individuals covered by the system:
    Members and former members of the Marine Corps and Marine Corps 
Reserve; permanently and temporarily retired members of the Marine 
Corps and Marine Corps Reserve; members of the Fleet Marine Corps 
Reserve; Federal civil service employees of the Marines Corps; and 
dependents, survivors or appointed agents of the foregoing. Some 
information about dependents and other members of families or former 
families of Marine Corps personnel may be included in files pertaining 
to the Marine. Inquiries from the general public, whether addressed 
directly to HQMC or received via a third party, may be retained 
together with information obtained in the course of completing required 
action or in preparing a response.

Categories of records in the system:
    Files contain information pertaining to identification; prior 
service; location and addresses; decedent affairs; military honors at 
funerals; recovery of remains; casualty notification; condolence 
letters to next of kin; transportation, passports and visas for next of 
kin of casualties medically warranted overseas; missing persons; 
prisoners of war; reserve disability benefits; casualty statistics; 
certification of eligibility for award of Purple Heart Medal; death 
benefits and annuity payments; Official reports of casualty; 
certification of life insurance coverage; investigative reports; travel 
of dependents; reports and death certificates substantiating casualty 
status; intelligence reports concerning missing and captured members; 
prior and present marital status; dissolution of prior marriages; 
birth, marriage and death certificates; adopting of children; financial 
responsibility; child support; claims of non-support; personal health 
and welfare reports; alien marriages; conduct and personal history as 
it pertains to marriage and its responsibilities; medical information; 
garnishment of pay; powers of attorney; personal financial records; 
police and fire reports; records of emergency data; medical care; use 
of exchanges, commissaries and theaters; recovery of invalid dependent 
identification and privilege cards; correction of naval records; 
defense related employment; veterans rights, benefits and privileges; 
awards, recommendations and/or issuances; Survivor Benefit Plan; 
preseparation counseling; civil readjustment; Retired Serviceman's 
Family Protection Plan; residence; basic allowance for quarters; leave 
and liberty; financial assistance; extensions of emergency leave; in 
service FHA mortgage insurance loans; reimbursement for damage to or 
loss of personal property; transportation of household goods; claims 
against the government; lost, damaged or abandoned property; medical 
bills; determinations of dependency status; claims against commercial 
carriers, insurers, and contractors; dependent identification and 
privilege cards; official correspondence (including correspondence from 
Marines, their families, attorneys, doctors, lawyers, clergymen, 
administrators/executors/guardians of estates, American Red Cross and 
other welfare agencies and the general public, whether addressed 
directly to the Marine Corps or via third parties); internal routing 
and processing or personal affairs matters; and records

[[Page 48634]]

of interviews and telephonic conversations.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1071-1087, 1441-
1442, 1444-1455, 1475-1488, 2771; 37 U.S.C. 401, 551, et.seq.; 38 
U.S.C. 4301-4307; and E.O. 11016.

Purpose(s):
    To provide a record for use in the administration of programs 
concerning the personal welfare of Marines and their dependents and/or 
survivors. Key Volunteer Network (KVN) personnel or Chaplains will use 
this information to contact the next of kin on family matters, to 
include decedent affairs.

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:
    Records are used by intelligence and other government agencies 
assisting in the investigation of circumstances of casualty and in 
accounting for personnel who are deceased (body not recovered), 
missing, captured, or detained.
    The `Blanket Routine Uses' set forth at the beginning of the Marine 
Corp's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records in file folders, vertical strip files, microfiche and 
card files stored in filing cabinets, shelves, tables and desks.

Retrievability:
    Files are accessed and retrieved by subject matter and by 
individual. Identification of individual is by name or Social Security 
Number.

Safeguards:
    Building is located in controlled access area with security guards 
on 24 hour duty. Access to information contained in the files is 
limited to Officials and employees of Headquarters, U.S. Marine Corps 
acting in their official capacity upon demonstration of a need-to-know 
basis. Records held by field activities are maintained in areas 
accessible only to authorized personnel that are properly screened, 
cleared and trained. Locked and/or guarded offices.

Retention and disposal:
    Files are retained for differing lengths of time, depending upon 
the purpose of the information contained therein. Death benefit data 
are retained for five years and then destroyed; records of emergency 
data are retained until the Marine's death or separation from active 
duty or active reserves; Department of Defense Reports of Casualty are 
retained for such period as deemed necessary, and then transferred to 
the Historical Division, Headquarters, U.S. Marine Corps; casualty 
statistics and rosters, and statistical reports are retained for such 
period as deemed necessary and then transferred to Historical Division, 
Headquarters, U. S. Marine Corps or destroyed as deemed appropriate; 
missing and captured personnel data and unusual miscellaneous casualty 
topic data are retained for such period as deemed necessary and then 
destroyed; files concerning dependency determination are retained for 
one year and then destroyed; files concerning veterans rights, benefits 
and privileges are retained indefinitely or until the member and all 
eligible survivors are deceased; files concerning correction of naval 
records are destroyed upon completion of action; files regarding 
adjudication of claims against the government are retained for six 
months and then destroyed; files containing information which could be 
considered to be derogatory nature are disposed of as directed by 
competent authority; all other files are retained for three years and 
then destroyed.

System manager(s) and address:
    Commandant of the Marine Corps, Headquarters, U.S. Marine Corps 
(M&RA), Washington, DC 20380-1775.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commandant of the Marine Corps (Code M&RA), Headquarters, U.S. 
Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-2558.
    Correspondence should contain the full name, Social Security Number 
and signature of the requester. The individual may visit the above 
location for review of files. Proof of identification may consist of 
the active, reserve, retired or dependent identification card, the 
Armed Forces Report of Transfer or Discharge (DD Form 214), discharge 
certificate, driver's license, social security card, or by providing 
such other data sufficient to ensure the individual is the subject of 
the inquiry.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commandant of the Marine Corps (Code M&RA), Headquarters, U.S. Marine 
Corps, Washington, DC 20380-1775. Telephone (703) 614-2558.

Contesting record procedures:
    The USMC rules for contesting contents and appealing initial agency 
determinations are published in Secretary of the Navy Instruction 
5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Marine Corps Manpower Management System; Joint Uniform Military Pay 
System; Marine Corps Military Personnel Records System; Marine Corps 
Deserter Inquiry File; Staff agencies and subdivisions of Headquarters, 
U.S. Marine Corps; Marine Corps commands and organizations; Other 
agencies of federal, state, and local governments; Educational 
institutions; Medical reports and psychiatric evaluations; Financial 
institutions and other commercial enterprises; Civil courts and law 
enforcement agencies; Correspondence and telephone calls from private 
citizens initiated directly to the Marine Corps or via the U.S. 
Congress and other agencies; Investigative reports; American Red Cross 
and similar welfare agencies; Department of Veterans Affairs.

Exemptions claimed for the system:
    None.
[FR Doc. 97-24533 Filed 9-15-97; 8:45 am]
BILLING CODE 5000-04-F