[Federal Register Volume 66, Number 153 (Wednesday, August 8, 2001)]
[Notices]
[Pages 41574-41578]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-19824]


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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 proposing to alter three 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. The 
alterations expand the categories of individuals covered.

DATES: This proposed action will be effective without further notice on 
September 7, 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 DSN 656-3711.

[[Page 41575]]


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 reports, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, were submitted on July 19, 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: August 1, 2001.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0027-3 DAJA

SYSTEM NAME:
    Legal Assistance Files (August 3, 1993, 58 FR 41253).

CHANGES:
* * * * *

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Delete entry and replace with `Active duty, retired and reserve (on 
active duty) components of the Armed Forces and their family members. 
Department of Defense civilian employees outside the United States or 
who are serving with or accompanying United States Armed Forces outside 
the United States in a combat zone, contingency operation, deployed by 
designation as ``mission essential'' or ``emergency essential'', legal 
assistance is limited, as determined by the supervising attorney, to 
matters that related to processing for employment.'

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Delete entry and replace with `10 U.S.C. 3013, Secretary of the 
Army; 10 U.S.C. 1044, Legal Assistance; Army Regulation 27-1, The Army 
Legal Assistance Program; and E.O. 9397 (SSN).''
* * * * *

STORAGE:
    Delete entry and replace with `Paper records in file folders and 
electronic storage media.'

Retrievability:
    Delete entry and replace with `By Social Security Number and 
client's surname.'
* * * * *

RETENTION AND DISPOSAL:
    Delete entry and replace with `Legal assistance records maintained 
for 5 years then destroy.'
* * * * *
A0027-3 DAJA

SYSTEM NAME:
    Legal Assistance Files.

SYSTEM LOCATION:
    Army Legal Assistance Policy Division, Office of the Judge Advocate 
General, Headquarters, Department of the Army, Washington, DC 20310-
2200; Staff Judge Advocate offices at Army commands, installations, and 
activities. Official mailing addresses are published as an appendix to 
the Army's compilation of record system notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Active duty or retired military personnel and/or their dependents.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Individual's name, grade/rank, Social Security Number, 
organization, and details of problem/incident/matter on which legal 
assistance is sought. Records may be in the form of correspondence, 
memoranda, opinions of legal assistance officers, and may include 
interviews, summary of problems considered, advice rendered, referrals 
made, and documents created as a result of assistance provided.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 1044, Legal 
Assistance; Army Regulation 27-1, The Army Legal Assistance Program; 
and E.O. 9397 (SSN).

PURPOSE(s):
    To respond to inquiries and settle issues; for management and 
statistical reports.
    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:
    Information from this system of records may be disclosed to law 
students participating in a volunteer legal support program approved by 
the Judge Advocate General of the Army.
    The DoD `Blanket Routine Uses' published 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 and electronic storage media.

RETRIEVABILITY:
    By Social Security Number and client's surname.

SAFEGUARDS:
    Records are maintained in secured buildings, accessible only to 
designated authorized personnel who are properly instructed in the 
permissible use of the information.

RETENTION AND DISPOSAL:
    Legal assistance records maintained for 5 years then destroy.

SYSTEM MANAGER(s) AND ADDRESS:
    Chief, Army Legal Assistance Policy Division, Office of the Judge 
Advocate General, 1777 North Kent, Arlington, VA 22209-2194; and the 
Staff Judge Advocates of organizations listed in the address directory 
published as an appendix to the Army's compilation of record system 
notices.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine if information about themselves is 
contained in this record system may inquire of the Staff Judge Advocate 
of the installation or command where legal assistance was sought.
    Individual should provide full name, Social Security Number, and 
any details that will assist in locating the record.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves contained in 
this record system may inquire of the Staff Judge Advocate of the 
installation or command where legal assistance was sought.
    Individual should provide full name, Social Security Number, and 
any details that will assist in locating 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.

[[Page 41576]]

RECORD SOURCE CATEGORIES:
    From the individual, his/her attorney, Army records and reports.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
A0215-1 CFSC

SYSTEM NAME:
    Non-appropriated Fund Employee Insurance and Retirement Files 
(February 22, 1993, 58 FR 10002).

CHANGES:
* * * * *

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Delete entry and replace with `Army non-appropriated fund (NAF) and 
appropriated fund employees who participate in the NAF Group Insurance, 
retirement and 401k plans.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Delete entry and replace with `Monthly and cumulative insurance and 
retirement enrollment, dis-enrollment, changes and deductions for each 
employee; name and Social Security Number.'

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Delete entry and replace with `10 U.S.C. 3013, Secretary of the 
Army; Pub. L. 101-508, Portability of Benefits for NAF Employees Act of 
1990; Pub. L. 104-106, Defense Authorization Act of 1996; 26 U.S.C. 
401, Qualified Pension, Profit-sharing, and Stock Bonus Plans; Army 
Regulation 215-3, Non-appropriated Funds and Related Activities 
Personnel Policies and Procedures; and E.O. 9397 (SSN).''
* * * * *

STORAGE:
    Delete entry and replace with `Electronic storage media, paper 
records and computer discs.'

RETENTION AND DISPOSAL:
    Delete entry and replace with `Authorized timekeeper lists records 
are maintained until super-session, then destroyed. Employee benefits 
and insurance files maintained by office with Army-wide responsibility 
are maintained for 65 years after employees' final separation from 
Federal service.'
* * * * *
A0215-1 CFSC

SYSTEM NAME:
    Non-appropriated Fund Employee Insurance and Retirement Files.

SYSTEM LOCATION:
    U.S. Army Community and Family Support Center, 4700 King Street, 
Alexandria, VA 22331-0500.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Army non-appropriated fund (NAF) employees who participate in the 
NAF Group Insurance and Retirement Plan.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Monthly and cumulative insurance and retirement enrollment, dis-
enrollment, changes and deductions for each employee; name and Social 
Security Number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 3013, Secretary of the Army; Pub. L. 101-508, Portability 
of Benefits for NAF Employees Act of 1990; Pub. L. 104-106, Defense 
Authorization Act of 1996; 26 U.S.C. 401, Qualified Pension, Profit-
sharing, and Stock Bonus Plans; Army Regulation 215-3, Non-appropriated 
Funds and Related Activities Personnel Policies and Procedures; and 
E.O. 9397 (SSN).

PURPOSE(s):
    To substantiate initial enrollment and subsequent change in the NAF 
Group Insurance and Retirement Plan; to verify monthly deductions and 
to compute annuities, refunds, and death benefits.
    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.

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.
    Disclosure of records is limited to the individual's name, address, 
Social Security Number, and other information necessary to establish 
the individual's identity; the amount, status, and history of the 
claim; and the agency program under which the claim arose. This 
disclosure will be made only after the procedural requirement of 31 
U.S.C. 3711(f) has been followed.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic storage media, paper records and computer discs.

RETRIEVABILITY:
    By individual's surname and Social Security Number.

SAFEGUARDS:
    Records are located in controlled areas within building having 
security guards; information is accessed only by individuals who are 
properly cleared and trained and have need therefor in the performance 
of official duties.

RETENTION AND DISPOSAL:
    Authorized timekeeper lists records are maintained until super-
session, then destroyed. Employee benefits and insurance files 
maintained by office with Army-wide responsibility are maintained for 
65 years after employees' final separation from Federal service.

SYSTEM MANAGER(S) AND ADDRESS:
    Commander, U.S. Army Community and Family Support Center, 4700 King 
Street, Alexandria, VA 22331-0500.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Army Community and Family Support Center, 4700 
King Street, Alexandria, VA 22331-0500.
    Individual should provide the full name, Social Security Number, 
NAF activity where employed, and signature.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Army Community and Family Support Center, 4700 King 
Street, Alexandria, VA 22331-0500
    Individual should provide the full name, Social Security Number, 
NAF activity where employed, and signature.

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-

[[Page 41577]]

21; 32 CFR part 505; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:
    From the individual and NAF personnel officers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
A0680-31b TAPC

SYSTEM NAME:
    Enlisted Personnel Management Information System (EPMIS) (July 31, 
1998, 63 FR 40894).

CHANGES:
* * * * *

SYSTEM LOCATION:
    Delete entry and replace with `Director, Enlisted Personnel 
Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 22332-
0400.
    Portions of the Enlisted Evaluation System is maintained at U.S. 
Army Enlisted Records and Evaluation Center, 8899 East 56th Street, 
Indianapolis, IN 46249-5301.'

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Delete entry and replace with `Enlisted Active duty, Army National 
Guard, Army Reserve personnel on active duty. Initial Active duty 
training personnel undergoing basic training or advanced individual 
training; former military personnel who are applicants for enlistment 
in grade E-1 and E-9.'

CATEGORIES OF RECORDS IN THE SYSTEM:
    Delete entry and replace with `The Personnel Data Base (PERD TAPDB-
AE) contains name, Social Security Number, sex, race, citizenship, 
religion, marital status, dependents, date and place of birth, 
residence, assignments, enlistment commitments by military occupational 
specialty (MOS), civilian acquired skills, advance individual training 
start and graduation date, aptitude area score, physical profile, 
ethnic group, grade/date of rank, enlistment and service promotion 
qualifications, military occupational skill code, education and 
training, aptitude, separation, retirement, and mailing address.
    Recruit Quota system (REQUEST) contains selected information from 
PERD TAPDB-AE, soldier's education level and school subject, driver's 
license data, color vision test data, aptitude battery (ASVAB) scores, 
defense language aptitude battery score, and medical profile data 
(PULSHES). Other information contained within includes type, date, and 
term of enlistment, primary enlistment option, initial processing and 
training locations, and dates of training. Finally the system 
identifies the location military entrance processing station that 
created the accession record, recruiter identification and recruiting 
are credit code.
    Enlisted Year Management File (RETAIN) contains select information 
from PERSDB TAPDB-AE, reenlistment reclassification/and Reserve 
component transfer action, basic active service data, estimated 
termination of service, reenlistment date, civilian education, career 
management field, primary military occupational specialty code and date 
of award, source of new Primary Occupational Specialty Code, training 
information, status of application, assignment code, date of last 
status change, current location, reservation control number, security 
investigation status and reenlistment term.'
* * * * *

RETENTION AND DISPOSAL:
    Delete entry and replace with `Offices having Army-wide 
responsibility; cut off annually, retain for 1 year in current file 
area, then retire to Washington National Records Center, destroy 25 
years after cut-off.
    Military strength monitors at installations and major commands, 
destroy after 2 years.'

SYSTEM MANAGER(S) AND ADDRESS:
    Delete entry and replace with `Director, Enlisted Personnel 
Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 22332-
0400.'
* * * * *

RECORD SOURCE CATEGORIES:
    Delete entry and replace with `From the individual, from Army 
automated systems, Military Entrance Processing Command and Army 
Education Centers.'
* * * * *
A0680-31b TAPC

SYSTEM NAME:
    Enlisted Personnel Management Information System (EPMIS).

SYSTEM LOCATION:
    Director, Enlisted Personnel Management Directorate, 2461 
Eisenhower Avenue, Alexandria, VA 22332-0400.
    Portions of the Enlisted Evaluation System is maintained at U.S. 
Army Enlisted Records and Evaluation Center, 8899 East 56th Street, 
Indianapolis, IN 46249-5301.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Enlisted Active duty, Army National Guard, Army Reserve personnel 
on active duty. Initial Active duty training personnel undergoing basic 
training or advanced individual training; former military personnel who 
are applicants for enlistment in grade E-1 and E-9.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The Personnel Data Base (PERD TAPDB-AE) contains name, Social 
Security Number, sex, race, citizenship, religion, marital status, 
dependents, date and place of birth, residence, assignments, enlistment 
commitments by military occupational specialty (MOS), civilian acquired 
skills, advance individual training start and graduation date, aptitude 
area score, physical profile, ethnic group, grade/date of rank, 
enlistment and service promotion qualifications, military occupational 
skill code, education and training, aptitude, separation, retirement, 
and mailing address.
    Recruit Quota system (REQUEST) contains selected information from 
PERD TAPDB-AE, soldier's education level and school subject, driver's 
license data, color vision test data, aptitude battery (ASVAB) scores, 
defense language aptitude battery score, and medical profile data 
(PULHES). Other information contained within includes type, date, and 
term of enlistment, primary enlistment option, initial processing and 
training locations, and dates of training. Finally the system 
identifies the location military entrance processing station that 
created the accession record, recruiter identification and recruiting 
are credit code.
    Enlisted Year Management File (RETAIN) contains select information 
from PERSDB TAPDB-AE, reenlistment reclassification/and Reserve 
component transfer action, basic active service data, estimated 
termination of service, reenlistment date, civilian education, career 
management field, primary military occupational specialty code and date 
of award, source of new Primary Occupational Specialty Code, training 
information, status of application, assignment code, date of last 
status change, current location, reservation control number, security 
investigation status and reenlistment term.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-6, 
Personnel Accounting and Strength Reporting; and E.O. 9397 (SSN).

[[Page 41578]]

PURPOSE(S):
    To accomplish personnel management, strength accounting, and 
manpower management actions.

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:
    Information may be disclosed to the Social Security Administration 
to verify Social Security Numbers.
    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:
    Computer magnetic tapes and discs; computer printouts.

RETRIEVABILITY:
    By name of individual and Social Security Number.

SAFEGUARDS:
    Information is protected by physical security devices, guards, 
computer hardware and software safeguard features, personnel clearances 
and unique passwords to PERDB TAPDB-AE. A tiered security system for 
access to enlisted data provided via Interactive Voice Response Systems 
based on the sensitivity of the data items provided, encryption of data 
transmitted via networks, controlled access to operator rooms and 
controlled output distribution.

RETENTION AND DISPOSAL:
    Offices having Army-wide responsibility; cut off annually, retain 
for 1 year in current file area, then retire to Washington National 
Records Center, destroy 25 years after cut-off. Military strength 
monitors at installations and major commands, destroy after 2 years.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Enlisted Personnel Management Directorate, 2461 
Eisenhower Avenue, Alexandria, VA 22332-0400.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Total Army Personnel Command, Enlisted Personnel 
Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 223332-
0400.
    Individual should provide the full name, Social Security Number, 
current address, and identify the specific category of record involved.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Total Army Personnel Command, Enlisted Personnel 
Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 223332-
0400.
    Individual should provide the full name, Social Security Number, 
current address, and identify the specific category of record involved.
    Blanket requests for information from this consolidated system will 
not be accepted. If awaiting active duty, specify the date thereof; if 
separated, individual must state date of separation.
    Selected data from Personnel Data Base (PERDB-TAPDF-AE) is also 
accessible to record subjects through an Interactive Voice Response 
System (IVRS).

CONTESTING RECORD PROCEDURES:
    The Army's rules for accessing records, 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, from Army automated systems, Military Entrance 
Processing Command and Army Education Centers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 01-19824 Filed 8-7-01; 8:45 am]
BILLING CODE 5001-08-P