[Federal Register Volume 65, Number 13 (Thursday, January 20, 2000)]
[Notices]
[Pages 3219-3220]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-1314]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Department of the Army


Privacy Act of 1974; System of Records

AGENCY:  Department of the Army, DoD.

ACTION:  Notice to alter a system of records.

-----------------------------------------------------------------------

SUMMARY:  The Department of the Army is altering a system of records 
notice in its existing inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended. The alteration adds a 
routine use to the system of records notice to permit the disclosure of 
information to the Internal Revenue Service to report taxable earnings 
and taxes withheld and other taxable data.

DATES:  This proposed action will be effective without further notice 
on February 22, 2000, unless comments are received which result in a 
contrary determination.

ADDRESSES:  Privacy Act Officer, Records Management Program Division, 
U.S. Total Army Personnel Command, ATTN: TAPC-PDR-P, Stop C55, Ft. 
Belvoir, VA 22060-5576.

FOR FURTHER INFORMATION CONTACT:  Ms. Janice Thornton at (703) 806-4390 
or DSN 656-4390.

SUPPLEMENTARY INFORMATION:  The Department of the Army systems of 
records notices 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 January 5, 2000 to 
the House Committee on Government Reform, 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: January 13, 2000.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0037-104-3 USMA

System name:
    USMA Cadet Account System (February 22, 1993, 58 FR 10002).

Changes:
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 3013, Secretary of Army; 
10 U.S.C. 4340 and 4350; Title 7 of the General Accounting Office 
Policy and Procedures Manual for Guidance of Federal Agencies; and E.O. 
9397 (SSN)''.

Purpose(s):
    Delete second paragraph.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add a new paragraph to entry ``To the Internal Revenue Service to 
report taxable earnings and taxes withheld and other taxable data.''
* * * * *

Safeguards:
    Delete entry and replace with ``Records are maintained in office 
areas which are secured and accessible only to personnel who have need 
therefor in the performance of official duties. User ID and password 
protect automated system. The physical system is accessible only to 
authorized personnel.''

Retention and disposal:
    Delete entry and replace with ``Financial statements and schedules, 
both fiche and automated data, will be retained for a period of at 
least 6 years and 3 months. This information is not archived but 
destroyed by shedding/erasure.''
* * * * *
A0037-104-3 USMA

System name:
    USMA Cadet Account System.

System location:
    U.S. Military Academy, West Point, NY 10996-1783.

Categories of individuals covered by the system:
    Members of the U.S. Corps of Cadets, U.S. Military Academy.

Categories of records in the system:
    Monthly deposit listings of Corps of Cadets members showing 
entitlements and activities pertaining to funds held in trust by the 
USMA Treasurer.

Authority for maintenance of the system:
    10 U.S.C. 3013, Secretary of Army; 10 U.S.C. 4340 and 4350; Title 7 
of the General Accounting Office Policy and Procedures Manual for 
Guidance of Federal Agencies; and E.O. 9397 (SSN).

Purpose(s):
    To compute debits and credits posted against cadet account 
balances. Debits include charges to the cadet account for uniforms, 
textbooks, computers and related supplies, academic supplies, various 
fees, etc.; credits include advance pay, monthly deposits from payroll, 
scholarships, initial deposits, interest accumulated on cadet account 
balances, and individual deposits. All funds are held in trust by the 
Treasurer, USMA.

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:

[[Page 3220]]

    To the Internal Revenue Service to report taxable earnings and 
taxes withheld and other taxable data.
    The ``Blanket Routine Uses'' set forth at the beginning of the 
Army's compilation of systems of records notices also 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 (15 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:
    Electronically on computers and microfiche.

Retrievability:
    By Cadet's account number, surname or Social Security Number.

Safeguards:
    Records are maintained in office areas which are secured and 
accessible only to personnel who have need therefor in the performance 
of official duties. User ID and password protect automated system. The 
physical system is accessible only to authorized personnel.

Retention and disposal:
    Financial statements and schedules, both fiche and automated data, 
will be retained for a period of at least 6 years and 3 months. This 
information is not archived but destroyed by shedding/erasure.

System manager(s) and address:
    Superintendent, U.S. Military Academy, ATTN: USMA Treasurer, West 
Point, NY 10996-1783.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Superintendent, U.S. Military Academy, ATTN: USMA Treasurer, 
West Point, NY 10996-1783.
    Individual should provide full name, cadet account number, Social 
Security Number, graduating class year, current address and telephone 
number, and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Superintendent, U.S. Military Academy, ATTN: USMA Treasurer, West 
Point, NY 10996-1783.
    Individual should provide full name, cadet account number, Social 
Security Number, graduating class year, current address and telephone 
number, and signature.
    Personal visits may be made to the Treasurer, U.S. Military 
Academy; individual must provide acceptable identification such as 
valid driver's license and information that can be verified with his/
her payroll.

Contesting record procedures:
    The Army's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are contained in Army 
Regulation 340-21; 32 CFR part 505; or may be obtained from the system 
manager.

Record source categories:
    From the individual, Department of Army, Department of the 
Treasurer, financial institutions and insurance companies.

Exemptions claimed for the system:
    None.
[FR Doc. 00-1314 Filed 1-20-00; 8:45 am]
BILLING CODE 5001-10-F