[Federal Register Volume 65, Number 65 (Tuesday, April 4, 2000)]
[Notices]
[Pages 17636-17638]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-8182]


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DEPARTMENT OF DEFENSE

Office of the Secretary


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice to Add a System of Records.

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SUMMARY: The Office of the Secretary proposes to add a system of 
records notice to its existing inventory of record systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
May 4, 2000, unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to OSD Privacy Act Coordinator, Records 
Section, Directives and Records Division, Washington Headquarter 
Services, Correspondence and

[[Page 17637]]

Directives, 1155 Defense Pentagon, Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Mr. David Bosworth at (703) 588-0159.

SUPPLEMENTARY INFORMATION: The Office of the Secretary 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 March 23, 2000, 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: March 29, 2000.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P45

System name:
    OSD/Joint Staff Voluntary Leave Transfer Program Records.

System location:
    Washington Headquarters Services, Directorate for Personnel and 
Security, Labor Management and Employee Relations, 1777 North Kent 
Street, Arlington, VA 22209-2164.

Categories of individuals covered by the system:
    OSD and Joint Staff individuals who have volunteered to participate 
in the leave transfer program as a donor and OSD or Joint Staff 
individuals who have exhausted or are likely to exhaust the balance of 
their leave due to a medical emergency and are requesting leave 
donations from volunteers.

Categories of records in the system:
    Leave Recipient Applications (DD Form 2539 or similar) which 
contain the individual's name, Voluntary Leave Transfer Recipient 
Number, organization, office telephone number, Social Security Number, 
position title, grade, pay level, leave balances, number of hours 
requested, brief description of the medical or personal hardship which 
qualifies the individual for inclusion in the program, the status of 
that hardship, and a statement that selected data elements may be used 
in soliciting donations.
    The file may also contain medical or physician certifications and 
agency approvals or denials.
    Leave Donor Applications (DD Form 2538 or similar) which contain 
the individual's name, organization, office telephone number, Social 
Security Number, position title, grade, pay level, leave balances, 
number of hours donated and the name of the designated recipient or 
Leave Transfer Recipient Number.

Authority for maintenance of the system:
    5 U.S.C. 6331 et seq. (Leave); 5 CFR Part 630; and OSD 
Administrative Instruction 98, ``Voluntary Leave Transfer Program''; 
and E.O. 9397 (SSN).

Purpose(s):
    The file is used in managing the OSD/Joint Staff Voluntary Leave 
Transfer program. A Voluntary Leave Transfer Recipient Number is 
assigned to each verified recipient. A brief hardship description with 
the prospective recipient's assigned number is published internally for 
solicitation purposes. If insufficient donations of leave are offered 
by the recipient's immediate organization, solicitation is extended 
beyond that immediate organization until sufficient leave donations to 
cover the recipient's uncovered leave is reached. Social Security 
Numbers of donors and recipients are required to effectuate the 
transfer of leave from the donor's account to the recipient's account.

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 the Department of Labor in connection with a claim filed by an 
employee for compensation due to a job-connected injury or illness.
    To the personnel and pay offices of the Federal agency involved to 
effectuate the leave transfer where leave donor and leave recipient are 
employed by different Federal agencies.
    The `Blanket Routine Uses' set forth at the beginning of OSD's 
compilation of systems of records notices apply to this record system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Manual records are stored in folders in file cabinets and 
electronic records are stored on magnetic media.

Retrievability:
    Records are retrieved by name, Social Security Number or Voluntary 
Leave Transfer Recipient Number.

Safeguards:
    Records are accessed by custodian of the records or by persons 
responsible for servicing the record system in performance of their 
official duties. Records are stored in controlled-access office space 
that is locked during non-business hours.

Retention and Disposal:
    Records are destroyed one year after the end of the year in which 
the file is closed.

System manager(s) and address:
    Washington Headquarters Services, Directorate for Personnel and 
Security, ATTN: Assistant Director, Labor Management and Employee 
Relations, 1777 North Kent Street, Arlington, VA 22209-2164.

Notification procedures:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to Washington Headquarters Services, Directorate for Personnel and 
Security, Labor Management and Employee Relations, 1777 North Kent 
Street, Arlington, VA 22209-2164.
    Individual should provide full name and Social Security Number.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to Washington 
Headquarters Services, Directorate for Personnel and Security, Labor 
Management and Employee Relations, 1777 North Kent Street, Arlington, 
VA 22209-2164.
    Individual should provide full name and Social Security Number.

Contesting record procedures:
    The OSD rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

[[Page 17638]]

Record source categories:
    Information is provided primarily by the record subject; however, 
some data may be obtained from personnel and leave records.

Exemptions claimed for the system:
    None.
[FR Doc. 00-8182 Filed 4-3-00; 8:45 am]
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