[Federal Register Volume 67, Number 35 (Thursday, February 21, 2002)]
[Notices]
[Pages 8012-8014]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-4096]


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DEPARTMENT OF DEFENSE

Defense Logistics Agency


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Defense Logistics Agency proposes to alter a system of 
records notice in 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 without further notice on March 
22, 2002 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, Attn: DSS-C, 8725 John J. Kingman Road, Suite 
2533, Fort Belvior, VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Susan Salus at (703) 767-6183.

SUPPLEMENTARY INFORMATION: The Defense Logistics Agency notices for 
systems of records 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 February 7, 2002, 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: February 12, 2002.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S330.50  CAH

System name:
    Official Personnel Files for Non-Appropriated Fund Employees 
(August 3, 1999, 64 FR 42101).

Changes:
* * * * *

System identifier:
    Delete S330.50 CAH and replace with ``S400.05''.
* * * * *

System location:
    Delete entry and replace with ``Records are located at the NAF 
Personnel Office, Headquarters Defense Logistics Agency,'' (DSS-Q), 
8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

NAF Personnel Offices of the following DLA field activities:
    Defense Distribution Depot Susquehanna, ATTN: DDSP-HM, 2001 Mission 
Drive, Suite 1, New Cumberland, PA 17070-5002;
    Defense Supply Center Richmond, ATTN: DSCR-H, 8000 Jefferson Davis 
Highway, Richmond, VA 23297-5131;
    Defense Supply Center Columbus, ATTN: DSCC-WLQ, 3990 East Broad 
Street, Columbus, OH 43216-5000;
    Defense Logistics Information Service, ATTN: DLIS-RB, 74 N. 
Washington Avenue, Battle Creek, MI 49017-3084; and
    Defense Distribution Depot San Joaquin, ATTN: DDJC-X, 25600 S. 
Chrisman Road, Building 100, Room 28, Tracy, CA 95376. Some of the 
information contained in this system may be duplicated for maintenance 
at a location closer to the employee's work site (e.g., in an 
administrative office or supervisor's work folder) and still be covered 
by this system notice.''
* * * * *

Categories of individuals covered by the system:
    Delete entry and replace with ``Individuals who have accepted 
employment as a DLA Non-Appropriated Fund employee.''
* * * * *

Categories of records in the system:
    Delete entry and replace with ``The system constitutes a history of 
employment with DLA and contains name, physical and electronic 
addresses, telephone numbers, date and place of birth, citizenship, 
Social Security number, prior employment or work history, and 
employment application forms. In addition, the system includes grade; 
series; duties; duty location; promotions; work schedule; health and 
life insurance election documents; pay data; direct deposit forms; 
savings bond authorizations; state and local taxation forms; emergency 
notification data; performance objectives and evaluations; awards; 
notices of disciplinary or adverse action and employee response; 
training records; certification and licensing records; medical and 
fitness for duty evaluations; secondary employment documents; the fact 
of and level of security clearance; social security or other retirement 
benefit data; and similar employment-related material.''
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with `5 U.S.C. 301, Departmental 
Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel 
and Readiness; 10 U.S.C. 1143d, Employment assistance; 10 U.S.C. 1588, 
Voluntary services; 10 U.S.C. 1784, Employment opportunities; 42 U.S.C. 
300e-9, Employees Health Benefit Plans; 42 U.S.C. Chapter 7, Subchapter 
II, Social Security Benefits; and E.O. 9397 (SSN).'
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add three new routine uses `To public health agencies in cases 
where employees have contracted or been exposed to a health hazard 
while employed with DLA.
    To the Department of the Treasury to process savings bond 
authorization forms.
    To the Social Security Administration and pension fund 
administration

[[Page 8013]]

entities for retirement and pension benefit administration, oversight, 
and audit purposes.'
* * * * *

Safeguards:
    Add to entry `Records are secured in locked or guarded buildings, 
locked offices, locked cabinets or powered down computer terminals 
during non-duty hours. Output and storage media products are labeled 
``For Official Use Only'' and handled in accordance with DLA 
regulations for the safeguarding of such information. Data relayed 
through the Internet is encrypted during transmission by means that 
comply with DoD polices and technical specifications for 
communications, operations, and web security.'
* * * * *

Retention and disposal:
    Add a new second paragraph `Some records within the file are 
retained at the agency for various lengths of time in accordance with 
the National Archives and Records Administration records schedules.
    a. Documents relating to the administration of group life, health, 
and accident insurance programs, and retirement plans for NAF 
employees. Included are requests for group insurance, agreements, 
waivers, requests for discontinuance, applications for insurance, 
beneficiary designations, notices of employment termination, statements 
of contributions, similar documents, and related papers are destroyed 
after termination of involvement by the NAF activity.
    b. Documents reflecting basic data on individual employees such as 
veteran preference, service computation date, performance ratings, 
positions held, and similar information are destroyed 15 years after 
transfer or separation of employee.
    c. Documents related to submitting, evaluating, and approving or 
disapproving suggestions, service awards, and commendations of non-
appropriated fund employees are destroyed 5 years after final action.
    d. Documents used to record supervisory counseling interviews and 
separation interviews are destroyed 6 months after transfer or 
separation of employee.
    e. Training documents are destroyed after 5 years.'
* * * * *
    S400.05
    System name:
    Official Personnel Files for Non-Appropriated Fund Employees.

System location:
    Records are located at the NAF Personnel Office at Headquarters, 
Defense Logistics Agency, (DSS-Q), 8725 John J. Kingman Road, Suite 
2533, Fort Belvoir, VA 22060-6221.

NAF Personnel Offices of the following DLA field activities:
    Defense Distribution Depot Susquehanna, Attn: DDSP-HM, 2001 Mission 
Drive, Suite 1, New Cumberland, PA 17070-5002;
    Defense Supply Center Richmond, ATTN: DSCR-H, 8000 Jefferson Davis 
Highway, Richmond, VA 23297-5131;
    Defense Supply Center Columbus, ATTN: DSCC-WLQ, 3990 East Broad 
Street, Columbus, OH 43216-5000;
    Defense Logistics Information Service, ATTN: DLIS-RB, 74 N. 
Washington Avenue, Battle Creek, MI 49017-3084; and
    Defense Distribution Depot San Joaquin, Attn: DDJC-X, 25600 S. 
Chrisman Road, Building 100, Room 28, Tracy, CA 95376. Some of the 
information contained in this system may be duplicated for maintenance 
at a location closer to the employee's work site (e.g., in an 
administrative office or supervisor's work folder) and still be covered 
by this system notice.

Categories of individuals covered by the system:
    Individuals who have accepted employment as a DLA Non-Appropriated 
Fund employee.

Categories of records in the system:
    The system constitutes a history of employment with DLA and 
contains name, physical and electronic addresses, telephone numbers, 
date and place of birth, citizenship, Social Security Number, prior 
employment or work history, and employment application forms. In 
addition, the system includes grade; series; duties; duty location; 
promotions; work schedule; health and life insurance election 
documents; pay data; direct deposit forms; savings bond authorizations; 
state and local taxation forms; emergency notification data; 
performance objectives and evaluations; awards; notices of disciplinary 
or adverse action and employee response; training records; 
certification and licensing records; medical and fitness for duty 
evaluations; secondary employment documents; the fact of and level of 
security clearance; social security or other retirement benefit data; 
and similar employment-related material.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under 
Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1143d, 
Employment assistance; 10 U.S.C. 1588, Voluntary services; 10 U.S.C. 
1784, Employment opportunities; 42 U.S.C. 300e-9, Employees Health 
Benefit Plans; 42 U.S.C. Chapter 7, Subchapter II, Social Security 
Benefits; and E.O. 9397 (SSN).

Purpose(s):
    The files provide the basic source of factual data about a person's 
NAF employment. The information is collected and maintained to provide 
personnel services to the employee and to provide personnel and 
supervisory officials with information on which to base decisions on 
employee rights, benefits, eligibility and status.

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 information may be disclosed to government and private vendor 
training facilities and educational institutions in support of training 
requirements; to health and life insurance carriers for enrollment or 
claim processing purposes; and to Federal, state, local, and 
professional licensing boards concerning the issuance, retention, or 
revocation of licenses or certificates.
    To Federal, State, or local agencies that verify eligibility for, 
administer, audit, or adjudicate claims pertaining to retirement, 
insurance, unemployment, health benefits, occupational injury, and 
similar entitlement programs.
    To public and private organizations for nominating, considering, or 
selecting employees for awards and honors or to publicize employee 
recognition programs.
    To the Equal Employment Opportunity Commission (EEOC) for 
investigating alleged or possible discrimination practices or to 
fulfill other functions vested in the EEOC.
    To the Federal Labor Relations Authority (FLRA) for investigating 
and resolving allegations of unfair labor practices, or to fulfill 
other functions vested in the FLRA.
    To public health agencies in cases where employees have contracted 
or been exposed to a health hazard while employed with DLA.

[[Page 8014]]

    To the Department of the Treasury to process savings bond 
authorization forms.
    To the Social Security Administration and pension fund 
administration entities for retirement and pension benefit 
administration, oversight, and audit purposes.
    The DoD `Blanket Routine Uses' set forth at the beginning of DLA'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:
    Records are stored in paper and computerized form.

Retrievability:
    Records are retrieved by name or Social Security Number.

Safeguards:
    Records are maintained in areas accessible only to DLA personnel 
who must have access to perform their duties. The computer files are 
password protected with access restricted to authorized users. Records 
are secured in locked or guarded buildings, locked offices, locked 
cabinets or powered down computer terminals during non-duty hours. 
Output and storage media products are labeled ``For Official Use Only'' 
and handled in accordance with DLA regulations for the safeguarding of 
such information. Data relayed through the Internet is encrypted during 
transmission by means that comply with DoD polices and technical 
specifications for communications, operations, and web security.

Retention and disposal:
    Folders are maintained for the duration of the employee's 
employment. They are retired to the National Personnel Records Center 
(Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 
63118, 30 days after separation except that files on off-duty military 
personnel are destroyed 2 years after termination of employment and 
files on non-U.S. citizens residing outside of CONUS, Alaska, Hawaii, 
but working within CONUS, Alaska, and Hawaii are destroyed 3 years 
after separation.
    Some records within the file are retained at the agency for various 
lengths of time in accordance with the National Archives and Records 
Administration records schedules.
    a. Documents relating to the administration of group life, health, 
and accident insurance programs, and retirement plans for NAF 
employees. Included are requests for group insurance, agreements, 
waivers, requests for discontinuance, applications for insurance, 
beneficiary designations, notices of employment termination, statements 
of contributions, similar documents, and related papers are destroyed 
after termination of involvement by the NAF activity.
    b. Documents reflecting basic data on individual employees such as 
veteran preference, service computation date, performance ratings, 
positions held, and similar information are destroyed 15 years after 
transfer or separation of employee.
    c. Documents related to submitting, evaluating, and approving or 
disapproving suggestions, service awards, and commendations of non-
appropriated fund employees are destroyed 5 years after final action.
    d. Documents used to record supervisory counseling interviews and 
separation interviews are destroyed 6 months after transfer or 
separation of employee.
    e. Training documents are destroyed after 5 years.

System manager(s) and address:
    Chief, NAF Personnel and Policy Office, Headquarters, Defense 
Logistics Agency (DSS-Q), 8725 John J. Kingman Road, Suite 2533, Fort 
Belvoir, VA 22060-6221.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
inquiries to the Privacy Act Officer, Headquarters, Defense Logistics 
Agency, (Attn: DSS-CF), 8725 John J. Kingman Road, Suite 2533, Fort 
Belvoir, VA 22060-6221, or to the Privacy Act Officer of the DLA field 
activity where employed. Mailing addresses are listed under ``System 
location'' entry. Written inquiries to DDJC-X must be addressed to 
DDJC-X, P.O. Box 960001, Stockton, CA 95296-0200; the Chrisman Road 
address may be used for personal visits.
    Inquiry must contain requester's full name, Social Security Number, 
and name and physical location of organization where employed.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system of records should address inquiries to the to 
the Privacy Act Officer, Headquarters, Defense Logistics Agency, (Attn: 
DSS-CF), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-
6221, or to the Privacy Act Officer of the DLA field activity where 
employed. Mailing addresses are listed under ``System location'' entry. 
Written inquiries to DDJC-X must be addressed to DDJC-X, P.O. Box 
960001, Stockton, CA 95296-0200; the Chrisman Road address may be used 
for personal visits.
    Inquiry must contain requester's full name, Social Security Number, 
name and physical location of organization where employed, and a 
notarized or self-sworn statement attesting to identity.
    For personal visits employee must be able to provide some 
acceptable identification such as driver's license or employee 
identification badge.

Contesting record procedures:
    The DLA rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in DLA Regulation 
5400.21, 32 CFR part 323, or may be obtained from the Privacy Act 
Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-C, 8725 John 
J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221.

Record source categories:
    Information contained in the folder is obtained from the record 
subject, the employee's previous employer, educational institutions, 
trade associations, references and others who would have knowledge of 
the employee's skills or employment characteristics and papers 
originating with the activity during the employee's work history.

Exemptions claimed for the system:
    None.
[FR Doc. 02-4096 Filed 2-20-02; 8:45 am]
BILLING CODE 5001-08-P