[Federal Register Volume 68, Number 90 (Friday, May 9, 2003)]
[Notices]
[Pages 24937-24938]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-11579]


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DEPARTMENT OF DEFENSE


Office of the Inspector General; Privacy Act of 1974; System of 
Records

AGENCY: Office of the Inspector General.

ACTION: Notice to amend systems of records.

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SUMMARY: The Office of the Inspector General, DoD, is amending a system 
of records notice in its existing inventory of record systems subject 
to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
June 5, 2003 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to Office of the Inspector General, Department 
of Defense, 400 Army Navy Drive, Room 201, Arlington, VA 22202-4704.

FOR FURTHER INFORMATION CONTACT: Mr. Joseph E. Caucci at (703) 604-
9786.

SUPPLEMENTARY INFORMATION: The Office of the Inspector General, DoD, 
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 amendments to the records system being amended are set 
forth below followed by the notice, as amended, published in its 
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: May 2, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
CIG-16

System name:
    DoD Hotline Program Case Files (February 22, 1993, 58 FR 10213).

Changes:
* * * * *

Storage:
    Delete entry and replace with `Paper records are stored in file 
folders and automated records are maintained on a computerized 
database.'
* * * * *

Retention and disposal:
    Hotline case files not referred are destroyed after 2 years.
    Electronic copies created on electronic mail and word processing 
systems are deleted after a record keeping copy has been produced.
    Automated and paper records are retained within the Office of the 
Defense Hotline Division for a period of 5 years after closure. The 
records are then retired to the Washington National Records Center for 
an additional 5 years, and then destroyed.
* * * * *
CIG-16

System name:
    DoD Hotline Program Case Files.

System location:
    DoD Hotline Division, Office of the Assistant Inspector General for 
Inspections and Policy of the Office of the Inspector General of the 
Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-4704.

Categories of individuals covered in the system:
    Individuals filing hotline complaints; individuals alleged to have 
been involved in criminal or administrative misconduct, including, but 
not limited to, fraud, waste, or mismanagement; or individuals 
identified as having been adversely affected by matters being 
investigated by the Office of the Inspector General.

Categories of records in the system:
    Records resulting from the referral of, and inquiry into, hotline 
complaints, such as the date of the complaint; the hotline control 
number; the name of the complainant; the actual allegations; referral 
documents to DoD components requesting investigation into DoD Hotline 
complaints; referral documents from DoD components transmitting the DoD 
Hotline Completion Report, which normally contains the name of the 
examining official(s) assigned to the case; background information 
regarding the investigation itself, such as the scope of the 
investigation, relevant facts discovered, information received from 
witnesses, and specific source documents reviewed; the investigator's 
findings, conclusions, and recommendations; and the disposition of the 
case; and internal DoD Hotline forms documenting review and analysis of 
DoD Hotline Completion Reports received from DoD components.

Authority for maintenance of the system:
    Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD 
Directive 5106.1, Inspector General of the Department of Defense (IG, 
DoD) (32 CFR part 373); DoD Directive 7050.1, Defense Hotline Program 
(32 CFR part 98).

Purpose(s):
    To record information related to official hotline investigations.
    To compile statistical information to disseminate to other 
components within the Department of Defense engaged in the Hotline 
Program.
    To provide prompt, responsive, and accurate information regarding 
the status of ongoing cases.
    To provide a record of complaint disposition. Hotline complaints 
appearing to involve criminal wrongdoing will be referred to the 
Defense Criminal Investigative Service or other criminal investigative 
units of DoD components.

Routine uses of records maintained in the system including categories 
of users, and 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 
OIG'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 are stored in file folders and automated records are 
maintained on a computerized database.

Retrievability:
    By Hotline case number, by subject matter, by the names of 
complainant(s), by subject(s) of the complaint, and by individual(s) 
alleged to have been adversely affected by matters being investigated 
by the OIG.

Safeguards:
    Access is limited to DoD Hotline staff. Paper and automated records 
are stored in rooms protected by cipher lock. The automated system is 
password protected, and regular back-ups of data are performed.

[[Page 24938]]

Retention and disposal:
    Automated and paper records are retained within the DoD Hotline 
Program office for a period of five years following completion of final 
action. Thereafter, physical files are stored with the Federal Records 
Center, and automated data are archived within the DoD Hotline 
automated system for statistical purposes. Physical files and automated 
data are destroyed 15 years after the physical files are retired to the 
Federal Records Center.

Retention and disposal:
    Hotline case files not referred are destroyed after 2 years.
    Electronic copies created on electronic mail and word processing 
systems are deleted after a record keeping copy has been produced.
    Automated and paper records are retained within the Office of the 
Defense Hotline Division for a period of 5 years after closure. The 
records are then retired to the Washington National Records Center for 
an additional 5 years, and then destroyed.

System manager(s) and address:
    Director, DoD Hotline Division, Office of the Assistant Inspector 
General for Inspections and Policy of the Office of the Inspector 
General of the Department of Defense, 400 Army Navy Drive, Arlington, 
VA 22202-4704.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army 
Navy Drive, Arlington, VA 22202-4704.
    The request should contain the individual's full name, address, and 
Social Security Number. Requests submitted on behalf of other persons 
must include their written authorization. Provision of the Social 
Security Number is voluntary and it will be used solely for 
identification purposes. Failure to provide the Social Security Number 
will not affect the individual's rights.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system should address written inquiries to the Chief, Freedom of 
Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 
22202-4704.
    The request should contain the individual's full name, address, and 
Social Security Number. Requests submitted on behalf of other persons 
must include their written authorization. Provision of the Social 
Security Number is voluntary and it will be used solely for 
identification purposes. Failure to provide the Social Security Number 
will not affect the individual's rights.

Contesting record procedures:
    The OIG's rules for accessing records and for contesting contents 
and appealing initial agency determinations are published in 32 CFR 
part 312 or may be obtained from the system manager.

Record source categories:
    Sources, subjects, witnesses, all levels of Government, private 
businesses, and nonprofit organizations.

Exemptions claimed for the system:
    Investigatory material compiled for law enforcement purposes, other 
than material within the scope of subsection 5 U.S.C. 552a(j)(2), may 
be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is 
denied any right, privilege, or benefit for which he would otherwise be 
entitled by Federal law or for which he would otherwise be eligible, as 
a result of the maintenance of the information, the individual will be 
provided access to the information exempt to the extent that disclosure 
would reveal the identiy of a confidential source.

    Note: When claimed, this exemption allows limited protection of 
investigative reports maintained in a system of records used in 
personnel or administrative actions.


    Investigatory material compiled solely for the purpose of 
determining suitability, eligibility, or qualifications for federal 
civilian employment, military service, federal contracts, or access to 
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), 
but only to the extent that such material would reveal the identity of 
a confidential source.
    An exemption rule for this record system has been promulgated in 
accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), 
(c) and (e) and published in 32 CFR part 312. For additional 
information contact the system manager.

[FR Doc. 03-11579 Filed 5-8-03; 8:45 am]
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