[Federal Register Volume 66, Number 72 (Friday, April 13, 2001)]
[Notices]
[Pages 19150-19151]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-9136]



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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.

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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 194, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
May 14, 2001 unless comments are received which result in a contrary 
determination.

ADDRESSES: Records Management Division, U.S. Army Records Management 
and Declassification Agency, ATTN: TAPC-PDD-RP, Stop 5603, 6000 6th 
Street, Ft. Belvoir, VA 22060-5603.

FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390 
or DSN 656-4390 or Ms. Christie King at (703) 806-3711 or DNS 656-3711.

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 April 3, 2001, 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: April 6, 2001.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0340-21 SAIS

System Name:
    Privacy Case Files (February 22, 1993, 58 FR 10002).

Changes:
System Identifier:
    Delete entry and replace with `A0340-21 TAPC'.
* * * * *

Safeguards:
    Change entry: All records are maintained in areas accessible only 
to authorized personnel who have official need in the performance of 
their assigned duties. Automated records are further protected by 
assignment of user identification and password to protect the system 
from unauthorized access. User identification and passwords are changed 
at random time.

Retention and disposal:
    Approved requests, denials that were not appealed, denials fully 
overruled by appellate authorities and appeals adjudicated fully in 
favor of requester are destroyed after 4 years. Appeals denied in full 
or in part are destroyed after 10 years, provided legal proceedings are 
completed.
* * * * *

Exemptions claimed for the system:
    Delete entry and replace with ``During the course of a Privacy Act 
(PA) action, exempt materials from other systems of records may become 
part of the case records in this system of records. To the extent that 
copies of exempt records from those `other' systems of records are 
entered into these PA case records, the Department of the Army hereby 
claims the same exemptions for the records as they have in the original 
primary systems of records which they are a part.
    Department of the Army exemption rules have been promulgated in 
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) 
and (e) published in 32 CFR part 701, subpart G. For additional 
information contact the system manager.''
A0340-21 TAPC

System name:
    Privacy Case Files.

System location:
    These records exist at Headquarters, Department of the Army, staff 
and field operating agencies, major commands, installations and 
activities receiving Privacy Act requests. Official mailing addresses 
are published as an appendix to the Army's compilation of systems of 
records notices. Records also exist in offices of Access and Amendment 
Refusal Authorities when an individual's request to access and/or amend 
his/her record is denied. Upon appeal of that denial, record is 
maintained by the Department of the Army Privacy Review Board.

Categories of individuals covered by the system:
    Individuals who request information concerning themselves which is 
in the custody of the Department of the Army or who request access to 
or amendment of such records in accordance with the Privacy Act of 
1974, as amended.

Categories of records in the system:
    Documents notifying requesters of the existence of records on them, 
providing or denying access to or amendment of records, acting on 
appeals or denials to provide access or amend records, and providing or 
developing information for use in litigation; Department of the Army 
Privacy Review Board minutes and actions; copies of the requested and 
amended or unamended records; statements of disagreement; and other 
related documents.

Authority for maintenance of the system:
    5 U.S.C. 552a, the Privacy Act of 1974, as amended; 10 U.S.C. 3013, 
Secretary of the Army; and Army Regulation 340-21, The Army Privacy 
Program.

Purpose(s):
    To process and coordinate individual requests for access and 
amendment of personal records; to process appeals on denials of 
requests for access or amendment to personal records by the data 
subject against agency rulings; and to ensure timely response to 
requesters.

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 DoD ``Blanket Routine Uses'' set forth at the beginning of the 
Army's compilation of systems of records notices also 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; microfilm.

Retrievability:
    By name of requester on whom the records pertain.

Safeguards:
    Records are accessed by custodian of the record system and by 
persons responsible for servicing the record system in performance of 
their official

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duties. Records are stored in locked cabinets or rooms.

Retention and disposal:
    Approved requests, denials that were not appealed, denials fully 
overruled by appellate authorities and appeals adjudicated fully in 
favor of requester are destroyed after 4 years. Appeals denied in full 
or in part are destroyed after 10 years, provided legal proceedings are 
completed.

System manager(s) and address:
    FOIA/PA Manager, U.S. Army Records Management and Declassification 
Agency, Freedom of Information/Privacy Act Office, 7798 Cissna Road, 
Fort Belvoir, VA 22153-3166.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the U.S. Army Records Management and Declassification Agency, 
Freedom of Information/Privacy Act Office, 7798 Cissna Road, Fort 
Belvoir, VA 22153-3166.
    For verification purposes, individual should provide full name, 
date and place of birth, current address and other personal information 
necessary to locate the record.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the office 
that processed the initial inquiry, access request, or amendment 
request. Individual may obtain assistance from the U.S. Army Records 
Management and Declassification Agency, Freedom of Information/Privacy 
Act Office, 7798 Cissna Road, Fort Belvoir, VA 22153-3166.
    For verification purposes, individual should provide full name, 
date and place of birth, current address and other personal information 
necessary to locate the record.

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, Army organizations, Department of Defense 
components, and other Federal, state, and local government agencies.

Exemptions claimed for the system:
    During the course of a Privacy Act (PA) action, exempt materials 
from ``other'' systems of records may become part of the case records 
in this system of records. To the extent that copies of exempt records 
from those ``other'' systems of records are entered into these PA case 
records, the Department of the Army hereby claims the same exemptions 
for the records as they have in the original primary systems of records 
which they are a part.
    An exemption rule for this system has been promulgated in 
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) 
and (e) published in 32 CFR part 505. For additional information 
contact the system manager.
[FR Doc. 01-9136 Filed 4-12-01; 8:45 am]
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