[Federal Register Volume 64, Number 30 (Tuesday, February 16, 1999)]
[Notices]
[Pages 7632-7633]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-3624]


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DEPARTMENT OF DEFENSE

Inspector General


Privacy Act of 1974; System of Records

AGENCY: Inspector General, DoD.
ACTION: Notice to add a system of records.

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SUMMARY: The Inspector General, DoD, proposes to add a system of 
records to its inventory of record systems subject to the Privacy Act 
of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on March 
18, 1999, unless comments are received that would result in a contrary 
determination.
ADDRESSES: Send comments to the Chief, FOIA/PA Office, Assistant 
Inspector General for Administration, Information Management, 400 Army 
Navy Drive, Room 405, Arlington, VA 22202-2884.
FOR FURTHER INFORMATION CONTACT: Ms. Shirley J. Landes at telephone 
(703) 604-9777.
SUPPLEMENTARY INFORMATION: The Inspector General 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. 522a(r) of the 
Privacy Act of 1974, as amended, was submitted on January 29, 1999, to 
the House Committee on Government Reform and Oversight, the Senate 
Committee on Governmental Affairs, 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: February 10, 1999.

L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
CIG 18

System name:
    Grievance Records.

SYSTEM LOCATION:
    Records are maintained by the personnel office of the Office of the 
Inspector General, DoD, Personnel and Security Directorate, Employee 
Relations Division, 400 Army Navy Drive, Suite 512, Arlington, VA 
22202-2884.

[[Page 7633]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current or former Inspector General, Department of Defense 
employees who have submitted grievances in accordance with 5 CFR part 
771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General 
Instruction 1400.5.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The case files contain all documents related to grievances 
including reports of interviews and hearings, examiner's findings and 
recommendations, copy of the original and final decision, and related 
correspondence and exhibits.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 2302 and 5 U.S.C. 7121; 10 U.S.C. 141, Inspector General, 
DoD; 5 CFR part 771, DoD Directive 1400.25-M Subchapter 771 and DoD 
Inspector General Instruction 1400.5; and E.O. 9397 (SSN).

PURPOSE(S):
    The information will be used by the Inspector General, Department 
of Defense to control and process grievances; to investigate the 
allegations; conduct interviews; and render the final decision.

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. 552(a)(b)(3) as follows:
    To disclose information to any source from which additional 
information is requested in the course of processing a grievance, to 
the extent necessary to identify the individual, inform the source of 
the purpose(s) of the request, and identify the type of information 
requested.
    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.
    To provide information to officials of labor organization 
reorganized under the Civil Service Reform Act when relevant and 
necessary to their duties, exclusive representation concerning 
personnel policies, practices, and matter affecting work conditions.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING RETAINING AND 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in paper form.

RETRIEVABILITY:
    Records are retrieved by names of the individuals on whom the 
records are maintained.

SAFEGUARDS:
    Records are maintained in locked metal file cabinets, to which only 
OIG, DoD authorized personnel have access.

RETENTION AND DISPOSAL:
    Records are destroyed four years after the case is closed.

SYSTEM MANAGER(S) and address:
    Chief, Employee Relations Division, Personnel and Security 
Directorate, 400 Army Navy Drive, Suite 512, Arlington, VA 22202-2884.

NOTIFICATION PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Chief, Freedom of Information Act/Privacy Act Branch, 400 Army 
Navy Drive, Room 405, Arlington, VA 22202-2884.
    Written requests for information should include the full name.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquires to the Privacy 
Act Officer, Freedom of Information Act/Privacy Act Branch, 400 Army 
Navy Drive, Room 405, Arlington, VA 22202-2884.
    Written requests for information should include the full name.

CONTESTING RECORD PROCEDURES:
    The OIG's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in 32 CFR 
part 312 and may be obtained from the system manager.

RECORD SOURCE CATEGORIES:
    Information is provided by the individual on whom the record is 
maintained; by testimony of witnesses; by Agency officials; or from 
related correspondence from organizations or persons.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
[FR Doc. 99-3624 Filed 2-12-99; 8:45 am]
BILLING CODE 5000-04-F