[Federal Register Volume 66, Number 72 (Friday, April 13, 2001)]
[Notices]
[Pages 19158-19160]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-9141]


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DEPARTMENT OF DEFENSE

Department of the Navy


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DOD.

ACTION: Notice to add systems of records.

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SUMMARY: The Department of the Navy proposes to add two exempt systems 
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 on May 14, 2001 unless comments 
are received that would result in a contrary determination.

ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy 
Branch, Chief of Naval Operations (N09B10), 2000 Navy Pentagon, 
Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or 
DSN 325-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy's 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 system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act 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, (61 
FR 6427, February 20, 1996).

    Dated: April 6, 2001.
L. M. Bynum,
Alternate OSD Fedeal Register Liaison Officer, Department of Defense.
N05211-1

System Name:
    Privacy Act Request Files and Tracking System.

System location:
    Organizational elements of the Department of the Navy. Official 
mailing addresses are published as an appendix to the Navy's 
compilation of systems of records notices.
    Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher 
Avenue, Suite 200, Norfolk, VA 23551-2488.
    Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. 
Smith, HI 96861-4028.

Categories of individuals covered by the system:
    Individuals who request information concerning themselves which is 
in the custody of the Department of the Navy 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:
    Letters, memoranda, legal opinions, messages, and miscellaneous 
documents relating to an individual's request for access to or 
amendment of records concerning that person, including letters 
authorizing release to another individual, lettters of denial, appeals, 
statements of disagreements, and related documents accumulated in 
processing requests received under the Privacy Act of 1974.
    Names, addresses, and other personal identifiers of the individual 
requester. Data base which tracks action from start to finish.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, the Privacy 
Act of 1974, as amended; and E.O. 9397 (SSN).

Purpose(s):
    To track, process, and coordinate individual requests for access 
and

[[Page 19159]]

amendment of personal records; to process appeals on denials of 
requests for access or amendment to personal records; to compile 
information for reports, 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 
Navy'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:
    Maintained in file folders, microform, microfilm, manual/
computerized data bases, and/or optical disk.

Retrievability:
    Name of requester; year request filed; serial number of response 
letter; case file number; etc.

Safeguards:
    Records are accessed by custodian of the record system and by 
persons responsible for servicing the record system in performance of 
their official duties. Records are stored in locked cabinets or rooms. 
Computerized data bases are password protected and accessed by 
individuals who have a need to know.

Retention and disposal:
    Granted requests, responses to requests for non-existent records, 
responses to requesters who provide inadequate descriptions and 
responses to requesters who fail to pay agency reproduction fees that 
are not appealed are destroyed 2 years after date of reply; requests 
which are denied and are appealed are destroyed after 5 years; requests 
which are amended are retained for 4 years; requests for amendment 
which are refused are destroyed after 3 years; disclosure accounting 
forms are retained for the life of the record of 5 years after the 
disclosure, whichever is later; and privacy act databases are destroyed 
after 5 years.

System manager(s) and address:
    Policy Official: Chief of Naval Operations (N09B10), 2000 Navy 
Pentagon, Washington, DC 20350-2000.

Record Holders: Organizational elements of the Department of the Navy;
    Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher 
Avenue, Suite 200, Norfolk, VA 23551-2488; and
    Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. 
Smith, HI 96861-4028. Official mailing addresses are published as an 
appendix to the Navy's compilation of systems of records notices.

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 activity in question. Official mailing 
addresses are published in the Navy's compilation of systems of records 
notices.
    The request must be signed and contain the full name of the 
individual and one or more of the following kinds of information: year 
request filed; serial number of response letter; case file number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
commanding officer of the activity in question. Official mailing 
addresses are published in the Navy's compilation of systems of records 
notices.
    The request must be signed and contain the full name of the 
individual and one or more of the following kinds of information: year 
request filed; serial number of response letter; case file number.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are contained in Secretary 
of the Navy Instruction 5211.5D; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    From the individual, Navy 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 Navy 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 Navy 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.
N05720-1

System name:
    FOIA Request Files and Tracking System.

System location:
    Organizational elements of the Department of the Navy. Official 
mailing addresses are published as an appendix to the Navy's 
compilation of systems of records notices.

Categories of individuals covered by the system:
    Individuals who request access to information under the provisions 
of the Freedom of Information Act (FOIA) or make an appeal under the 
FOIA.

Categories of records in the system:
    FOIA request, copies of responsive records (redacted and released), 
correspondence generated as a result of the request, cost forms, 
memoranda, legal opinions, messages, and miscellaneous documents which 
related to the request.
    Data base used to track requests from start to finish and formulate 
response letters may contain names, addresses, and other personal 
identifiers of the individual requester.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552, the Freedom 
of Information Act; and E.O. 9397 (SSN).

Purpose(s):
    To track, process, and coordinate requests/appeals/litigation made 
under the provisions of the FOIA.

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 individuals who file FOIA requests for access to information on 
who has made FOIA requests and/or what is being requested under FOIA.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Navy's

[[Page 19160]]

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:
    Maintained in file folders, microform, microfilm, manual/
computerized data bases, and/or optical disk.

Retrievability:
    Name of requester; year request filed; serial number of response 
letter; case file number; etc.

Safeguards:
    Records are accessed by custodian of the record system and by 
persons responsible for servicing the record system in performance of 
their official duties. Records are stored in cabinets or rooms, which 
are not viewable by individuals who do not have a need to know. 
Computerized data bases are password protected and accessed by 
individuals who have a need to know.

Retention and disposal:
    Granted requests, no record responses, and/or responses to 
requesters who fail to adequately describe the records being sought or 
fail to state a willingness to pay processing fees are destroyed 2 
years after date of reply. Requests which are denied in whole or in 
part, appealed, or litigated are destroyed 6 years after final action.

System manager(s) and address:
    Policy Official: Chief of Naval Operations (N09B10), 2000 Navy 
Pentagon, Washington, DC 20350-2000.
    Record Holders: Organizational elements of the Department of the 
Navy. Official mailing addresses are published as an appendix to the 
Navy's compilation of systems of records notices.

Notification Procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Freedom of Information Act coordinator or commanding officer of 
the activity in question. Official mailing addresses are published in 
the Navy's compilation of systems of records notices.
    The request should contain the full name of the individual and one 
or more of the following kinds of information: year request filed; 
serial number of response letter; case file number. Requests must also 
be signed.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Freedom of Information Act coordinator or commanding officer of the 
activity in question. Official mailing addresses are published in the 
Navy's compilation of systems of records notices.
    The request should contain the full name of the individual and one 
or more of the following kinds of information: year request filed; 
serial number of response letter; case file number. Requests must also 
be signed.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are contained in Secretary 
of the Navy Instruction 5211.5D; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    From the individual, Navy organizations, Department of Defense 
components, and other Federal, state and local government agencies.

Exemptions claimed for the system:
    During the course of a FOIA action, exempt materials from other 
systems of records may in turn became part of the case records in this 
system. To the extent that copies of exempt records from those `other' 
systems of records are entered into this FOIA case record, the 
Department of the Navy hereby claims the same exemptions for the 
records from those `other' systems that are entered into this system, 
as claimed for the original primary systems of records which they are a 
part.
    Department of the Navy 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.
[FR Doc. 01-9141 Filed 4-12-01; 8:45 am]
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