[Federal Register Volume 64, Number 90 (Tuesday, May 11, 1999)]
[Notices]
[Pages 25299-25308]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-11745]
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DEPARTMENT OF DEFENSE
Marine Corps
Privacy Act of 1974; System of Records
AGENCY: Marine Corps, DoD.
ACTION: Amend and delete record systems.
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SUMMARY: The U.S. Marine Corps proposes to delete and amend systems of
records in its inventory of record systems subject to the Privacy Act
of 1974 (5 U.S.C. 552a), as amended.
DATES: These actions will be effective without further notice on June
10, 1999, unless comments are received which result in a contrary
determination.
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 actions 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
[[Page 25300]]
by the notices, as amended, published in their entirety.
Dated: May 5, 1999.
L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense
Deletion
MJA00014
System name:
Confidential Statements of Employment/Financial Interests (August
3, 1993, 58 FR 41254).
Reason: These records are being maintained under a government-wide
system of records notice, OGC/GOVT-2, Confidential Statements of
Employment and Financial Interests.
Amendments
MAA00002
System name:
Marine Corps Aircrew Performance/Qualification Information
(February 22, 1993, 58 FR 10630).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete paragraphs three, four, five and six.
* * * * *
Retention and disposal:
Delete entry and replace with `Files are permanent. Five years
after any decision or board action, file is retired to the Federal
Records Center.'
* * * * *
MAA00002
System name:
Marine Corps Aircrew Performance/Qualification Information.
System location:
The Commandant of the Marine Corps (Code A), Headquarters, U.S.
Marine Corps, Washington, DC 20380-1775.
Categories of individuals covered by the system:
Marine Corps aeronautically designated personnel (Naval Aviators,
Naval Aviators, Naval Flight Officers, and aircrew members) who have
been the subject of medical qualification, flight pay entitlement, and/
or Flight Status Selection Board (FSSB) correspondence.
Categories of records in the system:
The file contains information on medical qualification, flight pay
entitlements, and/or FSSB correspondence and the background data
addressing such correspondence.
Authority for maintenance of the system:
5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary
of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.
Purpose(s):
To maintain records on Marine Corps aeronautically designated
personnel for use by Officials and employees of the Marine Corps in the
administration and management of such personnel.
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 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:
Manual and automated records.
Retrievability:
Information is retrieved alphabetically by the last name of the
individual concerned.
Safeguards:
Building containing files employs 24 hour security guards. Offices
containing files are locked after working hours and personnel handling
records do so only on a `need-to-know' basis. Such personnel are
trained and screened for dependability. Material that could be
considered `career-sensitive' is retained in a safe.
Retention and disposal:
Files are permanent. Five years after any decision or board action,
file is retired to the Federal Records Center.
System manager(s) and address:
The Commandant of the Marine Corps (Code A), Headquarters, U.S.
Marine Corps, 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 AAB), Headquarters, U.S.
Marine Corps, Washington, DC 20380-1775.
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 AAB), Headquarters, U.S. Marine
Corps, Washington, DC 20380-1775 and should contain the full name,
Social Security Number and signature.
For personal visits the individual should provide valid
identification such as military identification card, Department of
Defense building pass, drivers license, or other type identification
that includes picture and signature. In the absence of such
identification, the individual must provide sufficient data to insure
that the individual is the subject of the inquiry.
Contesting record procedures:
The U.S. Marine Corps 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:
Information is obtained from Official reports, boards, inquiries
and requests. Information is also obtained from the review of Naval
Aviator/Naval Flight Officer Reporting Management System data.
Exemptions claimed for the system:
None.
MIL00001
System name:
Assignment and Occupancy of Family House Records (February 22,
1993, 58 FR 10630).
Changes:
* * * * *
Categories of records in the system:
In the last sentence delete `Manpower Management System and the
Joint Uniform Military Pay System' and replace with `Marine Corps Total
Force System (MCTFS).'
* * * * *
Record source categories:
Delete entry and replace with `Individual's application and the
Marine Corps Total Force System.'
* * * * *
[[Page 25301]]
MIL00001
System name:
Assignment and Occupancy of Family House Records.
System location:
System is organizationally decentralized. Records are maintained at
Marine Corps Installations with family housing.
Categories of individuals covered by the system:
Military and civilian personnel eligible for or assigned to family
housing on bases/stations.
Categories of records in the system:
File contains individual's application and assignment to and
occupancy history of family housing. Records include, but are not
limited to information from the Marine Corps Total Force System
(MCTFS).
Authority for maintenance of the system:
5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary
of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.
Purpose(s):
To provide a record of the type of quarters and the individuals
assigned to quarters for use in the management and administration of
such quarters.
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:
School Districts - By Officials of school district boards of
education in performance of their duties under local and/or state
compulsory education laws.
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 and electronics records.
Retrievability:
Filed alphabetically by last name of housing occupant and in order
of position on waiting list.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel. Access to electronic records is controlled by password or
other user identification code.
Retention and disposal:
Records are destroyed 3 fiscal years following close of fiscal year
in which occupancy terminates.
System manager(s) and address:
The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps
(Code LF), 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 Commanding Officer of the Marine Corps installation from which
family housing has been requested, assigned or vacated. 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.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Commanding Officer of the Marine Corps installation(s) at which the
individual applied for or occupied family housing. 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.
Such requests should include name, Social Security Number, quarters
number if known, and dates of period addressed in the inquiry.
Personal visits may be made to the installation in question any
normal work day between 8:00 a.m.-4:30 p.m. For personal visits the
individual should be able to provide valid personal identification.
Contesting record procedures:
The U.S. Marine Corps 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:
Individual's application and the Marine Corps Total Force System.
Exemptions claimed for the system:
None.
MIL00004
System name:
Personal Property Program (February 22, 1993, 58 FR 10630).
Changes:
* * * * *
Categories of records in the system:
Add the following entries `DD Form 788 (Application for Shipment of
an Automobile)
DD Form 788-1 (Application for Shipment of a Van)
DD Form 788-2 (Application for Shipment of a Motorcycle)
DD Form 1840 (Joint Statement of Loss or Damage at Delivery)
DD Form 1840R (Notice of Loss or Damage)
SF 1200 (U.S. Government Bill of Lading Correction Notice)
SF 1203 (Personal Property Government Bill of Lading)
DD Form 1352-1 (U.S. Customs Declaration)
DD Form 1857 (Temporary Commercial Storage at Government Expense)
DD Form 1164 (Service Order for Household Goods)
DD Form 1701 (Household Goods Descriptive Inventory)
DD Form 1863 (Accessorial Services Mobile Home)
DD Form 2278 (Application for Do It Yourself Move and Counseling
Checklist)'.
* * * * *
Retrievability:
Delete the entry and replace with `Paper records retrieved
alphabetically by last name. Electronic records retrieved by last name
or Social Security Number.'
* * * * *
System manager(s) and address:
Delete entry and replace with `Commandant of the Marine Corps
(LFT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775.'
* * * * *
MIL00004
System name:
Personal Property Program.
System location:
All Marine Corps Bases and Federal Records Centers.
Categories of individuals covered by the system:
All military personnel having shipped or stored personal property
or privately owned automobiles.
[[Page 25302]]
Categories of records in the system:
File contains individual's applications for shipment and/or
storage, related shipping documents and records of delivery and
payment.
DD Form 6l9 (Statement of Accessorial Services Performed)
DD Form 788 (Application for Shipment of an Automobile)
DD Form 788-1 (Application for Shipment of a Van)
DD Form 788-2 (Application for Shipment of a Motorcycle)
DD Form 828 (Motor Vehicle Shipment Application)
DD Form 1100 (Household Goods Storage)
DD Form 1101 (Household Goods Storage Information)
DD Form 1164 (Service Order for Household Goods)
DD Form 1252 (Owner's U.S. Customs Declaration and Entry and
Inspecting Officer's Certificate)
DD Form 1299 (Application for shipment and/or storage of Personal
Property)
DD Form 1352-1 (U.S. Customs Declaration)
DD Form 1671 (Reweight of Household Goods)
DD Form 1701 (Household Goods Descriptive Inventory)
DD Form 1780 (Report of Carrier Services Personal Property
Shipment)
DD Form 1781 (Property Owners Report on Carriers Report)
DD Form 1797 (Personal Property Counseling Checklist)
DD Form 1799 (Member's Report on Carrier Performance-Mobile Homes)
DD Form 1800 (Mobile Home Shipment Inspection at Destination)
DD Form 1840 (Joint Statement of Loss or Damage at Delivery)
DD Form 1840R (Notice of Loss or Damage)
DD Form 1841 (Schedule of Property Damages)
DD Form l842 (Claim for Personal Property against the United
States)
DD Form 1845 (Demand on Carrier/Contractor)
DD Form 1857 (Temporary Commercial Storage at Government Expense)
DD Form 1863 (Accessorial Services Mobile Home)
DD Form 2278 (Application for Do It Yourself Move and Counseling
Checklist)
SF 1200 (U.S. Government Bill of Lading Correction Notice)
SF 1203 (Personal Property Government Bill of Lading)
Authority for maintenance of the system:
10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041,
Headquarters, Marine Corps; and E.O. 9397 (SSN).
Purpose(s):
To provide a record of shipment and storage of personal property
for management and payment of personal property claims by officials and
employees of the Marine Corps.
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 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. Electronic records on mass storage
devices and optically stored representations of records.
Retrievability:
Paper records retrieved alphabetically by last name. Electronic
records retrieved by last name or Social Security Number.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly cleared and trained.
Retention and disposal:
Records on international shipments of household goods moved via
freight forwarders are retained for 6 years after the period covered by
the account and then destroyed. All other household goods records are
destroyed when 3 years old.
System manager(s) and address:
Commandant of the Marine Corps (LFT), Headquarters, U.S. Marine
Corps, 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 LFT), Headquarters, U.S.
Marine Corps, Washington, DC 20380-1775.
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 (LFT), Headquarters, U.S. Marine Corps,
Washington, DC 20380-1775.
Written requests for information should contain the full name of
individual, Social Security Number, current address and telephone
number.
For personal visits, the individual should be able to provide
acceptable identification and give some verbal information that could
be verified with his `case' folder.
Contesting record procedures:
The U.S. Marine Corps 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:
Application and related forms from the individual requesting
access; notification of personal clearance from the system manager
research note/documents from records custodians.
Exemptions claimed for the system:
None.
MIN00002
System name:
POW/MIA Intelligence Analysis and Debrief Files (February 22, 1993,
58 FR 10630).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete second paragraph.
* * * * *
MIN00002
System name:
POW/MIA Intelligence Analysis and Debrief Files.
System location:
Primary system: Headquarters, U.S. Marine Corps, Washington, DC
20380-1775. Major Marine Corps commands maintain derivative files.
Categories of individuals covered by the system:
Members of the U.S. Marine Corps or Marine Corps Reserve either
currently or previous prisoner of war (POW), detained by hostile forces
or declared missing in action (MIA).
Categories of records in the system:
Narrative of loss incident; investigations regarding loss incident;
casualty reports intelligence reports
[[Page 25303]]
possible identifying subject; articles, statements, lists and
photographs published in world news media or broadcast over hostile
public radio; portions of official debriefings or debriefing summaries;
and analytical evaluations of information contained in file.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary
of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps.
Purpose(s):
To provide a record of information collected on individuals
classified as prisoners of war or missing in action until their return
to military control or otherwise change of status.
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 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; photographs, film and tape
recordings.
Retrievability:
Filed alphabetically by last name of the individual.
Safeguards:
Secured in GSA approved security containers within locked office
spaces. Access is granted only to those authorized persons who are
properly cleared and having a need-to-know.
Retention and disposal:
Records maintained within Marine Corps Intelligence Division as
long as individual's status remains POW/MIA. Record is retired to
Marine Corps Historical Division two years after return to U.S. control
or when status is changed to KIA/KIA-BNR.
System manager(s) and address:
Commandant of the Marine Corps (Code C4I), Headquarters, U.S.
Marine Corps, 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 C4I), Headquarters, U.S.
Marine Corps, Washington, DC 20380-1775.
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 C4I), Headquarters, U.S. Marine
Corps, Washington, DC 20380-1775.
Contesting record procedures:
The U.S. Marine Corps 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:
Other records of the activity; investigators; witnesses;
correspondents; intelligence reports from the services, Defense
Intelligence Agency, Central Intelligence Agency, State Department and
other government agencies; Foreign Broadcast Information Service;
newspapers; magazines; television; radio; and movies.
Exemptions claimed for the system:
None.
MJA00016
System name:
Judge Advocate Division `D' Files (August 3, 1993, 58 FR 41254).
Changes:
* * * * *
Categories of individuals covered by the system:
Delete the entry and replace with `All Marine Corps Judge Advocates
currently on active duty, in a reserve capacity and those individuals
who are in the training cycle to become Judge Advocates.'
* * * * *
MJA00016
System name:
Judge Advocate Division `D' Files.
System location:
The Director, Judge Advocate Division, Headquarters, U.S. Marine
Corps, Washington, DC 20380-1775.
Categories of individuals covered by the system:
All Marine Corps Judge Advocates currently on active duty, in a
reserve capacity and those individuals who are in the training cycle to
become Judge Advocates.
Categories of records in the system:
The file contains correspondence from the Judge Advocates and
prospective Judge Advocates regarding requests for personnel actions
such as transfer, school assignment, etc. Additionally, the file
contains information pertaining to judge advocate qualifications such
as schooling results, commendatory matters and derogatory matter which
bears on the assignment and other personnel matters relating to judge
advocates.
Authority for maintenance of the system:
5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary
of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397
(SSN).
Purpose(s):
To provide a record of qualified judge advocates for use in
transfer, school assignment and other personnel matters relating to
judge advocates.
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' that appear at the beginning of the
Marine Corps' 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:
File folders and electronic database.
Retrievability:
Alphabetically by last name of member.
Safeguards:
Access is limited. The records are kept in file cabinets within a
locked room. Access to electronic records is controlled by password or
other user identification code.
Retention and disposal:
Retained for 2 years, then destroyed.
System manager(s) and address:
The Director, Judge Advocate Division, Headquarters, U.S. Marine
Corps, Washington, DC 20380-1775.
[[Page 25304]]
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Director, Judge Advocate Division, Headquarters, U.S. Marine
Corps (Code JA), Washington, DC 20380-1775.
Written requests should contain the full name, grade, and Social
Security Number of the individual.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Director, Judge Advocate Division, Headquarters, U. S. Marine Corps
(Code JA), Washington, DC 20380-1775.
Written requests should contain the full name, grade, and Social
Security Number of the individual.
Contesting record procedures:
The U.S. Marine Corps 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:
Individuals. Service records of the individuals involved. Judge
Advocates and Commanders of the individuals involved. Schools from
which the individuals have obtained their graduate or undergraduate
degrees or currently in residence.
Exemptions claimed for the system:
None.
MMN00006
System name:
Marine Corps Military Personnel Records (OQR/SRB) (February 22,
1993, 58 FR 10630).
Changes:
* * * * *
Storage:
Delete the entry and replace with `Records are stored on paper in
file folders, magnetic megastorage and on microfiche.'
* * * * *
Retention and disposal:
In the second sentence delete `four months' and replace with `one
year.'
* * * * *
MMN00006
System name:
Marine Corps Military Personnel Records (OQR/SRB).
System location:
Primary system: Headquarters, U.S. Marine Corps (Code MMSB), 2008
Elliot Road, Quantico, VA 22134-5030.
Decentralized segments: Commanding officer of the organization to
which the Marine officer or enlisted individual is assigned for duty
and has responsibility for the Officer Qualification Records/Service
Record Books (OQR/SRB).
Categories of individuals covered by the system:
All Marine Corps military personnel (enlisted/officer): Reserve,
retired and discharged or otherwise separated.
Categories of records in the system:
The system contains the Official Military Personnel File, SRB and
OQR.
Authority for maintenance of the system:
5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary
of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397
(SSN).
Purpose(s):
To provide a record on all Marine Corps military personnel for use
in management of resources, screening and selection for promotion,
training and educational programs, administration of appeals,
grievances, discipline, litigations and adjudication of claims and
determination of benefits and entitlements.
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:
To officials and employees of the Coast Guard and National Guard in
the performance of their official duties relating to screening members
who have expressed a positive interest in an interservice transfer,
enlistment, appointment or acceptance.
To agents of the Secret Service in connection with matters under
the jurisdiction of that agency upon presentation of credentials.
To private organizations under government contract to perform
random analytical research into specific aspects of military personnel
management and administrative procedures.
To officials and employees of the American Red Cross and Navy
Relief Society in the performance of their duties. Access will be
limited to those portions of the member's record required to
effectively assist the member.
To officials and employees of the Sergeant at Arms of the U.S.
House of Representatives in the performance of official duties related
to the verification of Marine Corps service of Members of Congress.
Access will be limited to those portions of the member's record
required to verify service time, active and reserve.
To state, local, and foreign (within Status of Forces agreements)
law enforcement agencies or their authorized representatives in
connection with litigation, law enforcement, or other matters under the
jurisdiction of such agencies.
To officials and employees of the Department of Veterans Affairs,
Department of Health and Human Services, and Selective Service
Administration in the performance of their official duties related to
eligibility, notification, and assistance in obtaining benefits by
members and former members of the Marine Corps.
To officials and employees of the Department of Veterans Affairs in
the performance of their official duties relating to approved research
projects.
To officials and employees of other Departments and Agencies of the
Executive Branch of government, upon request, in performance of their
official duties related to the management, supervision, and
administration of members and former members of the Marine Corps.
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:
Records are stored on paper in file folders, magnetic megastorage
and on microfiche.
Retrievability:
The records at Headquarters, U.S. Marine Corps (all active and
reserve officer records, all temporary disability retired records, all
active and organized reserve and Fleet Marine Corps Reserve enlisted
records of personnel joined/transferred to these components subsequent
to June 30, 1974, all former Commandants, all living retired officers
(who served in General Officer grade, records of all personnel
separated/retired four months or less) are retrieved by full name and
Social Security Number. Except for OQR's and SRB's of participating
members, all other categories of Marine Corps military
[[Page 25305]]
personnel records are maintained at the National Personnel Records
Center, St. Louis, MO. Those retired to St. Louis prior to January 1,
1964 and/or those with military service numbers (MSN) below 1800000 are
retrieved by MSN and full name. All other Marine Corps records retired
to St. Louis, MO are accessed by MSN and/or Social Security Number and
are retrieved by an assigned registry number.
Safeguards:
Restricted access to building and all areas where data is
maintained. Records are maintained in areas accessible only by
authorized personnel who have been properly screened, cleared, and
trained.
Retention and disposal:
Records are permanent. Records maintained at Headquarters, U.S.
Marine Corps are transferred to the National Personnel Records Center,
9700 Page Avenue, St. Louis, MO 63132-5100, one year after separation,
placement on the Permanent Disability Retired List, retirement,
retirement from Fleet Marine Corps Reserve, death of an officer who
served in General Officer grade and former Marines no longer considered
of newsworthy status.
System manager(s) and address:
Commandant of the Marine Corps (Code MMSB), Headquarters, U.S.
Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address written inquiries
to the Commandant of the Marine Corps (Code MMSB), Headquarters, U.S.
Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030 (for active
duty members); or to the Director, National Personnel Records Center,
9700 Page Avenue, St. Louis, MO 63132-5100 (for separated members).
Individuals seeking to determine information about their OQR/SRB
records maintained by their respective commanding officer should
address written inquiries to the command concerned. U.S. Marine Corps
official mailing addresses are incorporated into Department of the
Navy's mailing addresses, published as an appendix to the Navy's
compilation of record system notices.
Written requests should contain the full name, Social Security
Number, and signature of the requester.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system of records should address written requests to the
Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine
Corps, 2008 Elliot Road, Quantico, VA 22134-5030 (for active duty
personnel); to the respective commanding officer of the command
concerned for OQR/SRB; or to the Director, National Personnel Records
Center, 9700 Page Avenue, St. Louis, MO 63132-5100 (for separated
members).
Written requests should include the full name, Social Security
Number, and signature of the requester.
The individual may visit any of the above activities for review of
records. Proof of identification may consist of an individual's active,
reserve or retired identification card, Armed Forces Report of Transfer
or Discharge (DD Form 214), discharge certificate, driver's license, or
other data sufficient to insure that the individual is the subject of
the record.
Contesting record procedures:
The U.S. Marine Corps 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:
Staff agencies and subdivisions of Headquarters, U.S. Marine Corps;
Marine Corps commands and organizations; other agencies of federal,
state, and local government; medical reports; correspondence from
financial and other commercial enterprises; correspondence and records
of educational institutions; correspondence of private citizens
addressed directly to the Marine Corps or via the U.S. Congress and
other agencies; investigations to determine suitability for enlistment,
security clearances, and special assignments; investigations related to
disciplinary proceedings; and the individual of the record.
Exemptions claimed for the system:
None.
MMN00019
System name:
Drug/Alcohol Abuse Reporting Program (February 22, 1993, 58 FR
10630).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
Delete paragraphs five and seven.
* * * * *
MMN00019
System name:
Drug/Alcohol Abuse Reporting Program.
System location:
Primary System - Headquarters, U.S. Marine Corps, Washington, DC
20380-1775.
Decentralized Segments - Navy Drug Rehabilitation Centers, Navy and
Marine Corps Counseling and Assistance Centers, Navy Regional Medical
Centers, Navy Alcohol Rehabilitation Drydocks, Naval Health Research
Center, Navy Correction Centers and local activities to which an
individual is assigned. 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:
All military personnel who have been tested for, identified,
evaluated, apprehended, or rehabilitated for drug or alcohol abuse or
who have been granted drug abuse exemption; or who are seeking
assistance in drug or alcohol abuse programs.
All military personnel who have been granted drug abuse exemption.
All military personnel who are seeking assistance in drug or
alcohol abuse programs.
Categories of records in the system:
Drug abuse identification/rehabilitation statistical reports,
alcohol abuse identification/ rehabilitation statistical reports, grant
of drug exemption report, request for disposition on drug dependent
personnel, grant of exemption/rehabilitation case file to include
medical evaluations, counselor evaluations, monthly progress reports,
alcoholism education roster, and such correspondence or messages sent
or sent by the system manager pertaining to the individual concerned.
Urinalysis specimen control register and military police drug/alcohol
related offense reports.
Authority for maintenance of the system:
Title V, Pub.L. 92-129; Section 413, Pub.L. 92-255.
[[Page 25306]]
Purpose(s):
To provide a record of all individuals participating in drug/
alcohol abuse programs for use by Marine Corps Officials in the
management of such programs.
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 of identity, diagnosis, prognosis, or treatment of any
client/patient, maintained in connection with the performance of any
alcohol or drug abuse prevention and treatment function conducted,
regulated, or directly or indirectly assisted by any department or
agency of the United States, shall, except as provided therein, be
confidential and disclosed only for the purposes and under the
circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes
take precedence over the Privacy Act of 1974, in regard to
accessibility of such records except to the individual to whom the
record pertains.
Within the Armed Forces or within those components of the
Department of Veterans Affairs furnishing health care to veterans or
between such components and the Armed Forces.
To medical personnel outside the Armed Forces to the extent
necessary to meet a bona fide medical emergency.
To qualified personnel for the purpose of conducting scientific
research, management or financial audits, or program evaluation, but
such personnel may not identify, directly or indirectly, any individual
patient in any report of such research, audit or evaluation, or
otherwise disclose identities in any manner.
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:
File folders, card files, punched cards, magnetic tapes.
Retrievability:
Name, Social Security Number, case number. When names and Social
Security Numbers are removed, data is aggregated for use in research,
management information, and planning.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly screened, cleared, and trained.
Retention and disposal:
Paper files are maintained for two years, then destroyed. Records
stored on magnetic tapes are maintained indefinitely.
System manager(s) and address:
Commandant of the Marine Corps (Code MRT), Headquarters, U.S.
Marine Corps, 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 MRT), Headquarters, U.S.
Marine Corps, Washington, DC 20380-1775.
Requests must contain full name, Social Security Number, military
status, address and signature of requester. (Those inquiring about
records at Confinement Centers must have their signature notarized, if
not confined at time of request.) Individuals may visit the Commandant
of the Marine Corps, (Code MHH), located in the Clarendon Building,
Arlington, VA, for assistance with records at that location;
individuals may also visit local activities concerned. 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. Individuals must provide
proof of identification such as military identification card, driver's
license, or other picture-bearing identification.
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 MRT), Headquarters, U.S. Marine
Corps, Washington, DC 20380-1775.
Requests must contain full name, Social Security Number, military
status, address and signature of requester. (Those inquiring about
records at Confinement Centers must have their signature notarized, if
not confined at time of request.) Individuals may visit the Commandant
of the Marine Corps, (Code MHH), located in the Clarendon Building,
Arlington, VA, for assistance with records at that location;
individuals may also visit local activities concerned. 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. Individuals must provide
proof of identification such as military identification card, driver's
license, or other picture-bearing identification.
Contesting record procedures:
The U.S. Marine Corps 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:
Individual concerned, other records of the activity, medical
personnel, military police or other correspondences.
Exemptions claimed for the system:
None.
MMN00044
System name:
Equal Opportunity Information and Support System (February 22,
1993, 58 FR 10630).
Changes:
* * * * *
System name:
Delete entry and replace with `Central Registry System
Discrimination and Sexual Harassment Database (CRS/DASH).'
Categories of individuals covered by the system:
Delete this entry and replace with `Marine Corps personnel who
submit complaints of sexual harassment or discrimination and Marine
Corps personnel who are under formal or informal investigation as a
result of complaints of sexual harassment or discrimination.'
Categories of records in the system:
Delete the entry and replace with `Correspondence and records
compiled pursuant to the processing of a complaint concerning sexual
harassment or discrimination, incident data, endorsements,
recommendations and resolutions of formal and informal investigations
concerning aspects of equal opportunity complaints.'
* * * * *
Purpose(s):
Delete the entry and replace `To provide a record of Marine Corps
personnel who have committed acts of sexual harassment or
discrimination,
[[Page 25307]]
and a record of any formal or informal investigation conducted in
connection with allegations of sexual harassment or discrimination.'
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete paragraph three.
* * * * *
Safeguards:
Delete entry and replace with `The electronic files are maintained
in a computer database that is password protected with limited access.
The building has controlled access after normal work hours and access
is monitored by duty personnel. Access to files is limited to official
capacity on a need-to-know basis. All files are encrypted to prevent
unlawful downloading of information. Files held by field activities are
maintained in an electronic database accessible to only authorized
personnel. Paper files maintained at field activities are maintained in
areas assessable to only authorized personnel with a need to know.'
Retention and disposal:
Delete entry and replace with `Paper records are disposed of two
years after administrative closing of a complaint. Electronic files are
maintained in CRS/DASH electronic archive for five years, then erased.'
* * * * *
MMN00044
System name:
Central Registry System Discrimination and Sexual Harassment
Database (CRS/DASH).
System location:
Commandant of the Marine Corps (Code MPE), Headquarters, U.S.
Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101 and 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:
Marine Corps personnel who submit complaints of sexual harassment
or discrimination and Marine Corps personnel who are under formal or
informal investigation as a result of complaints of sexual harassment
or discrimination.
Categories of records in the system:
Correspondence and records compiled pursuant to the processing of a
complaint concerning sexual harassment or discrimination, incident
data, endorsements, recommendations and resolutions of formal and
informal investigations concerning aspects of equal opportunity
complaints.
Authority for maintenance of the system:
Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C.
2000e-16(b) and (c).
Purpose(s):
To provide a record of Marine Corps personnel who have committed
acts of sexual harassment or discrimination, and a record of any formal
or informal investigation conducted in connection with allegations of
sexual harassment or discrimination.
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:
Officials and employees of other Departments and agencies of the
Executive Branch of government, upon request, in the performance of
their official duties related in equal opportunity matters.
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:
Electronic and paper files.
Retrievability:
Files are retrieved alphabetically by name of the complainant or by
the name of the individual who is the subject of the complaint.
Safeguards:
The electronic files are maintained in a computer database that is
password protected with limited access. The building has controlled
access after normal work hours and access is monitored by duty
personnel. Access to files is limited to official capacity on a need-
to-know basis. All files are encrypted to prevent unlawful downloading
of information. Files held by field activities are maintained in an
electronic database accessible to only authorized personnel. Paper
files maintained at field activities are maintained in areas assessable
to only authorized personnel with a need to know.
Retention and disposal:
Paper records are disposed of two years after administrative
closing of a complaint. Electronic files are maintained in CRS/DASH
electronic archive for five years, then erased.
System manager(s) and address:
Commandant of the Marine Corps (Code MPE), ATTN: Head, Manpower
Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell
Road, Quantico, VA 22134-5101.
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 MPE), ATTN: Head, Manpower
Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell
Road, Quantico, VA 22134-5101.
Written request for information should contain the individual's
name, Social Security Number, and signature.
Personnel may provide requests in person to the field activity
Commanding Officer, or to the Commandant of the Marine Corps (Code
MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S.
Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Individuals
should be able to provide personal identification to include valid
military identification or two valid civilian items of identification
such as driver's license, passport, credit cards, etc.
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 MPE), ATTN: Head, Manpower Equal
Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell Road,
Quantico, VA 22134-5101.
Written request for information should contain the individual's
name, Social Security Number, and signature.
Personnel may provide requests in person to the field activity
Commanding Officer, or to the Commandant of the Marine Corps (Code
MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S.
Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Individuals
should be able to provide personal identification to include valid
military identification or two valid
[[Page 25308]]
civilian items of identification such as driver's license, passport,
credit cards, etc.
Contesting record procedures:
The U.S. Marine Corps 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:
Individual concerned, other systems, investigations, witnesses and
correspondents.
Exemptions claimed for the system:
None.
[FR Doc. 99-11745 Filed 5-10-99; 8:45 am]
BILLING CODE 5001-10-F