[Federal Register Volume 68, Number 141 (Wednesday, July 23, 2003)]
[Notices]
[Pages 43504-43505]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-18646]


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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 add a system of records.

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SUMMARY: The Defense Logistics Agency proposes to add a system of 
records notice 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 without further notice on August 
22, 2003 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-B, 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 July 9, 2003, 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: July 15, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S700.20

System name:
    Passport, Visa, and Country Clearance Files.

System location:
    Records are located at the offices of authorized passport agents at 
Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 
6220, Fort Belvoir, VA 22060-6221, and DLA field units. Official 
mailing addresses are published as an appendix to DLA's compilation of 
systems of records notices.

Categories of individuals covered by the system:
    Defense Logistics Agency (DLA) civilian employees, military 
members, and other individuals who travel to overseas locations under 
DLA sponsorship.

Categories of records in the system:
    The records include name; Social Security Number; nationality; date 
and place of birth; security clearance; travel itinerary; and 
applications for passports, visas, and theater and country clearances, 
including supporting documentation.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 5702 et seq., 
Travel, Transportation and Subsistence; 10 U.S.C. 136, Under Secretary 
of Defense for Personnel and Readiness; 22 U.S.C., Chapter 4, 
Passports; DoD Regulation 1000.21, Passport and Visa Application 
Procedures; and E.O. 9397 (SSN).

Purpose(s):
    Information is being collected and maintained to comply with 
requirements to gain clearances and approvals to travel to, or within, 
foreign countries.

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 officials and employees of other departments and agencies of the 
Executive Branch of government for purposes of securing passports or 
other required clearances.
    To Foreign embassies, legations, and consular offices where visas 
or country entrance clearances are required.
    To commercial carriers providing transportation to individuals 
whose applications are processed through this system of records.
    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 electronic format.

Retrievability:
    Records are retrieved by name, Social Security Number, passport, or 
clearance request number.

Safeguards:
    Computerized records are maintained in a controlled area accessible 
only to authorized personnel. Entry to these areas is restricted by the 
use of locks, guards, and administrative procedures. Access to personal 
information is limited to those who require the records in the 
performance of their official duties. Access to personal information is 
further restricted by the use of passwords, which are changed 
periodically. Records are secured in locked or guarded buildings, 
locked offices, or locked cabinets during non-duty hours.

Retention and disposal:
    Application files and related papers are destroyed when 3 years old 
or upon separation of the bearer, whichever is sooner. Official 
passports are returned to the Department of State upon expiration or 
upon separation of the employee.

System manager(s) and address:
    Staff Director, DLA Support Services, Business Management Office, 
Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Stop 
6220, Fort Belvoir, VA 22060-6221, and the heads of DLA field 
activities. Official mailing addresses are published as an appendix to 
DLA's compilation of systems of records notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Privacy Act Officer, Defense Logistics Agency, ATTN: DSS-B, 8725 
John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, or the 
Privacy Act Officer of the particular DLA activity involved. Official 
mailing addresses are published as an appendix to DLA's compilation of 
systems of records notices.
    Individuals must supply the name of the DLA facility or activity 
where employed at the time the papers were created or processed.

Record access procedures:
    Individuals seeking access to information about themselves 
contained

[[Page 43505]]

in this system of records should address written inquiries to the 
Privacy Act Officer, Defense Logistics Agency, ATTN: DSS-B, 8725 John 
J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, or the Privacy 
Act Officer of the particular DLA activity involved. Official mailing 
addresses are published as an appendix to DLA's compilation of systems 
of records notices.
    Individuals must supply the name of the DLA facility or activity 
where employed at the time the papers were created or processed.

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-B, 8725 John 
J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.

Record source categories:
    Data is obtained from the individual; existing files; the State 
Department and other agencies of the Executive Branch, including agency 
components; foreign embassies, legations, and consular offices; and 
transportation carriers.

Exemptions claimed for the system:
    None.
[FR Doc. 03-18646 Filed 7-22-03; 8:45 am]
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