[Federal Register Volume 67, Number 13 (Friday, January 18, 2002)]
[Notices]
[Pages 2639-2642]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-1333]


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DEPARTMENT OF DEFENSE


National Imagery and Mapping Agency; Privacy Act of 1974; System 
of Records

AGENCY: National Imagery and Mapping Agency, DoD.

ACTION: Notice to Amend and Delete Systems of Records.

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SUMMARY: The National Imagery and Mapping Agency (NIMA) is amending a 
system of records notice and deleting one from its existing inventory 
of record systems subject to the Privacy Act of 1974, (5 U.S.C. 552a), 
as amended.
    In addition, NIMA is revising its Preamble to its Privacy Act 
systems of records to reflect its current name.

[[Page 2640]]


DATES: This proposed action will be effective without further notice on 
February 19, 2002 unless comments are received which result in a 
contrary determination.

ADDRESSES: Comments should be sent to the National Imagery and Mapping 
Agency, Office of General Counsel, 4600 Sangamore Avenue, Bethesda, MD 
20816-5003.

FOR FURTHER INFORMATION CONTACT: Ms. Christine May on (301) 227-4142.

SUPPLEMENTARY INFORMATION: The National Imagery and Mapping Agency 
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 specific changes to the records systems being amended are set 
forth below followed by the notices, as amended, published in their 
entirety. The proposed amendments are not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: January 14, 2002.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

National Imagery and Mapping Agency

How Systems of Records Are Arranged

    Imagery and Mapping Agency records are grouped by subject series. 
Each series has records about a specific activity or function to which 
a subject title and number is given. Systems or records are grouped in 
the same way. For example, a system of records on personnel security 
clearances may be found in Personnel Security Files--B0504-01 and one 
about military personnel assignments may be found in Military Services 
Administrative Record Files--B0614-02. These numbers are part of the 
system identification. The letter B means National Imagery and Mapping 
Agency. The first four digits (0504 and 0614) show that the records 
pertain to Personnel Security and Military Personnel respectively, and 
the last two are a further breakdown of the series. Other systems of 
records which differ from these examples but have similar documents may 
also be found in the same series.

How To Use the Index Guide

    The systems of records maintained by the National Imagery and 
Mapping Agency are contained within the subject series that are listed 
below. This list identifies each series in the order in which it 
appears in this issuance. Use the list to identify subject areas of 
interest. Having done so, use the series number (for example 0504 for 
Personnel Security) to locate the systems of records grouping in which 
you are interested.

------------------------------------------------------------------------
                                                             System
                    Subject series                       identification
                                                             series
------------------------------------------------------------------------
Inspection...........................................               0210
Historical...........................................               0228
Finance and Accounting...............................               0302
Civilian Personnel Pay and Accounting................               0303
General Legal........................................               0401
Claims Investigating and Processing Documents........               0402
Informational Services...............................               0408
Information Security.................................               0502
Guard Protective Services............................               0503
Personnel Security...................................               0504
Military Personnel Files.............................               0614
Safety Management Program............................               0615
Medical and Health Program...........................               0901
Individual Procurement Transactions..................               1202
General Supply Accounting............................               1205
Self Service Supply..................................               1206
Maintenance..........................................               1208
Personnel Travel and Transportation..................               1211
------------------------------------------------------------------------

Requesting Records

    Records are retrieved by name or by some other personal identifier. 
It is therefore especially important for expeditious service when 
requesting a record that particular attention be provided to the 
Notification and/or Access Procedures of the particular record system 
involved so as to furnish the required personal identifiers, or any 
other pertinent personal information as may be required to locate and 
retrieve the record.

Blanket Routine Uses

    Certain `blanket routine uses' of the records have been established 
that are applicable to every record system maintained within the 
Department of Defense unless specifically stated otherwise within a 
particular record system. These additional blanket routine uses of the 
records are published below only once in the interest of simplicity, 
economy and to avoid redundancy.

Law Enforcement Routine Use

    In the event that a system of records maintained by this component 
to carry out its functions indicates a violation or potential violation 
of law, whether civil, criminal or regulatory in nature, and whether 
arising by general statute or by regulation, rule or order issued 
pursuant thereto, the relevant records in the system of records may be 
referred, as a routine use, to the appropriate agency, whether Federal, 
state, local, or foreign, charged with the responsibility of 
investigating or prosecuting such violation or charged with enforcing 
or implementing the statute, rule, regulation or order issued pursuant 
thereto.

Disclosure When Requesting Information Routine Use

    A record from a system of records maintained by this component may 
be disclosed as a routine use to a Federal, state, or local agency 
maintaining civil, criminal, or other relevant enforcement information 
or other pertinent information, such as current licenses, if necessary 
to obtain information relevant to a component decision concerning the 
hiring or retention of an employee, the issuance of a security 
clearance, the

[[Page 2641]]

letting of a contract, or the issuance of a license, grant or other 
benefit.

Disclosure of Requested Information Routine Use

    A record from a system of records maintained by this component may 
be disclosed to a Federal agency, in response to its request, in 
connection with the hiring or retention of an employee, the issuance of 
a security clearance, the reporting of an investigation of an employee, 
the letting of a contract, or the issuance of a license, grant or other 
benefit by the requesting agency, to the extent that the information is 
relevant and necessary to the requesting agency's decision on the 
matter.

Congressional Inquiries Routine Use

    Disclosure from a system of records maintained by this component 
may be made to a Congressional office from the record of an individual 
in response to an inquiry from the Congressional office made at the 
request of that individual.

Private Relief Legislation Routine Use

    Relevant information contained in all systems of records of the 
Department of Defense published on or before August 22, 1975, may be 
disclosed to the Office of Management and Budget in connection with the 
review of private relief legislation as set forth in OMB Circular A-19 
at any stage of the legislative coordination and clearance process as 
set forth in that Circular.

Disclosures Required By International Agreements Routine Use

    A record from a system of records maintained by this component may 
be disclosed to foreign law enforcement, security, investigatory, or 
administrative authorities in order to comply with requirements imposed 
by, or to claim rights conferred in, international agreements and 
arrangements including those regulating the stationing and status in 
foreign countries of Department of Defense military and civilian 
personnel.

Disclosure to State and Local Taxing Authorities Routine Use

    Any information normally contained in IRS Form W-2 which is 
maintained in a record from a system of records maintained by this 
component may be disclosed to state and local taxing authorities with 
which the Secretary of the Treasury has entered into agreements 
pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to 
those state and local taxing authorities for which an employee or 
military member is or was subject to tax regardless of whether tax is 
or was withheld. This routine use is in accordance with Treasury Fiscal 
Requirements Manual Bulletin Number 76-07.

Disclosure to the Office of Personnel Management Routine Use

    A record from a system of records subject to the Privacy Act and 
maintained by this component may be disclosed to the Office of 
Personnel Management concerning information on pay and leave, benefits, 
retirement deductions, and any other information necessary for the 
Office of Personnel Management to carry out its legally authorized 
Government-wide personnel management functions and studies.

Disclosure to the Department of Justice for Litigation Routine Use

    A record from a system of records maintained by this component may 
be disclosed as a routine use to any component of the Department of 
Justice for the purpose of representing the Department of Defense, or 
any officer, employee or member of the Department in pending or 
potential litigation to which the record is pertinent.

Disclosure to Military Banking Facilities Overseas Routine Use

    Information as to current military addresses and assignments may be 
provided to military banking facilities who provide banking services 
overseas and who are reimbursed by the Government for certain checking 
and loan losses. For personnel separated, discharged, or retired from 
the Armed Forces, information as to last known residential or home of 
record address may be provided to the military banking facility upon 
certification by a banking facility officer that the facility has a 
returned or dishonored check negotiated by the individual or the 
individual has defaulted on a loan and that if restitution is not made 
by the individual, the U.S. Government will be liable for the losses 
the facility may incur.

Disclosure of Information to the General Services Administration 
Routine Use

    A record from a system of records maintained by this component may 
be disclosed as a routine use to the General Services Administration 
for the purpose of records management inspections conducted under 
authority of 44 U.S.C. 2904 and 2906.

Disclosure of Information to the National Archives and Records 
Administration Routine Use

    A record from a system of records maintained by this component may 
be disclosed as a routine use to the National Archives and Records 
Administration for the purpose of records management inspections 
conducted under authority of 44 U.S.C. 2904 and 2906.

Disclosure to the Merit Systems Protection Board Routine Use

    A record from a system of records maintained by this component may 
be disclosed as a routine use to the Merit Systems Protection Board, 
including the Office of the Special Counsel for the purpose of 
litigation, including administrative proceedings, appeals, special 
studies of the civil service and other merit systems, review of OPM or 
component rules and regulations, investigation of alleged or possible 
prohibited personnel practices; including administrative proceedings 
involving any individual subject of a DoD investigation, and such other 
functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be 
authorized by law.

Counterintelligence Purposes Routine Use

    A record from a system of records maintained by this component may 
be disclosed as a routine use outside the DoD or the U.S. Government 
for the purpose of counterintelligence activities authorized by U.S. 
Law or Executive Order or for the purpose of enforcing laws which 
protect the national security of the United States.
Deletions
B0303-01

System Name:
    Individual Pay Record Files (February 22, 1993, 58 FR 10189).
    Reason: These records are now covered under the Defense Finance and 
Accounting Service Privacy Act notice T7335, Defense Civilian Pay 
System (DCPS) (May 19, 2000, 65 FR 31888).
Amendment
B1211-03

System Name:
    Passport Files (February 22, 1993, 58 FR 10189).
    Changes:
* * * * *

System Name:
    Add `and Visa' to entry.
* * * * *

[[Page 2642]]

Categories of Records in the System:

    Delete entry and replace with `Passports and documentation relating 
to passports and visas for NIMA personnel, including their dependents. 
Included are passports, requests and receipts for passports, 
transmittal letters, control cards, and related documents.'
* * * * *

Purpose(s):

    Delete entry and replace with `Information is collected to obtain 
and safe keep official passports until needed for travel and to obtain 
necessary visas from appropriate Embassies; to notify individuals to 
reapply when passports expire and to return passports to the Department 
of State upon departure of the individual from NIMA.'
* * * * *

Storage:

    Delete entry and replace with `Paper records in locked cabinets. 
Electronic records are maintained with restricted access requiring user 
name and password authorization to access network.'
* * * * *
B1211-03

System Name:
    Passport and Visa Files.

System Location:
    National Imagery and Mapping Agency, Financial Management Office, 
ATTN: Passport Agent, J-06, 3200 South Second Street, St. Louis, MO 
63118-3399.
    National Imagery and Mapping Agency Financial Management Office, 
ATTN: Passport Agent, P-3, 12310 Sunrise Valley Drive, Reston, VA 
22091-3414.

Categories of Individuals Covered by the System: Individuals Traveling 
Overseas on Official Government Orders.
Categories of Records in the System:
    Passports and documentation relating to passports and visas for 
National Imagery and Mapping Agency personnel, including their 
dependents. Included are passports, requests and receipts for 
passports, transmittal letters, control cards, and related documents.

Authority for Maintenance of the System:
    5 U.S.C. 301, Departmental regulations and NIMA Instruction 5410.1, 
Travel Management.

Purpose(s):
    Information is collected to obtain and safe keep official passports 
until needed for travel and to obtain necessary visas from appropriate 
Embassies; to notify individuals to reapply when passports expire and 
to return passports to the Department of State upon departure of the 
individual from NIMA.

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 DMA's 
compilation of systems of records notices apply to this system.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Paper records in locked cabinets. Electronic records are maintained 
with restricted access requiring user name and password authorization 
to access network.

Retrievability:
    By name of individual.

Safeguards:
    Records are maintained in a secured area/locked file cabinets with 
access limited to authorized personnel whose duties require access. 
Access to electronic record is limited to restricted access requiring 
user name and password authorization to access network.

Retention and Disposal:
    Passport documentation only held in active office until separation 
or transfer of individual. Passport and all documentation are destroyed 
by active office upon separation. Letter of passport destruction is 
sent to State Department.

System Manager(s) and Address:
    National Imagery and Mapping Agency, Financial Management, ATTN: 
Passport Agent, P-3, 12310 Sunrise Valley Drive, Reston, VA 22091-3414. 
National Imagery and Mapping Agency, Financial Management Office, ATTN: 
Passport Agent, J-06, 3200 South Second Street, St. Louis, MO 63118-
3399.

Notification Procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to National Imagery and Mapping Agency, 4600 Sangamore Road, GC (D10), 
Bethesda, MD 20816-5003.
    Written requests for information should contain the full name of 
the individual, current address and telephone number.

Record Access Procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to National 
Imagery and Mapping Agency, 4600 Sangamore Road, GC (D10), Bethesda, MD 
20816-5003.
    Written requests for information should contain the full name of 
the individual, current address and telephone number.

Contesting Record Procedures:
    NIMA's rules for accessing records, and for contesting contents and 
appealing initial agency determinations are published in NIMA 
Instruction 5500.7R1; 32 CFR part 320; or may be obtained from the 
system manager.

Record Source Categories:
    Requests and receipt for passports and visas.

Exemptions Claimed for the System:
    None.

[FR Doc. 02-1333 Filed 1-17-02; 8:45 am]
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