[Federal Register Volume 68, Number 173 (Monday, September 8, 2003)]
[Notices]
[Pages 52909-52911]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-22689]


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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 October 
8, 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

[[Page 52910]]

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 August 27, 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: August 29, 2003.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S900.40

System name:
    Government Telephone Use Records.

System location:
    Records are located at Defense Logistics Agency Support Services, 
Corporate Installations, Headquarters, Defense Logistics Agency, 8725 
John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, and at 
the telephone control offices of 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:
    DLA employees, military members, contractors, and individuals 
authorized to use government telephone systems, including cellular 
telephones, pagers, and telecommunications devices for the deaf or 
speech impaired. The records also cover individuals who have been 
issued telephone calling cards.

Categories of records in the system:
    The records include individual's name and physical location; duty 
telephone, cell, and pager numbers; billing account codes; government 
issued telephone calling card account number; equipment and calling 
card receipts and turn-in documents; and details of telephone use to 
include dates and times of telephone calls made or received, numbers 
called or called from, city and state, duration of calls, and assessed 
costs.

Authority for maintenance of the system:
    10 U.S.C. 133, Under Secretary of Defense for Acquisition, 
Technology, and Logistics; 40 U.S.C. 762a, Federal Telecommunications 
System Requirements; 44 U.S.C. 3501 et seq., Federal Information 
Policy; National Telecommunications and Information Systems Security 
Directive 900, National Security Telecommunications, April 2000, 
promulgated pursuant to 47 U.S.C. 901 et seq., National 
Telecommunications; E.O. 12731, Ethical Conduct; 5 CFR part 2635, Use 
of Government Property; and DoD Instruction 5335.1, Telecommunications 
Services.

Purpose(s):
    Records are maintained to verify that telephones are used for 
official business or authorized purposes; to identify inappropriate 
calls and the persons responsible, and to collect the costs of those 
calls from those responsible. These records may be used as a basis for 
disciplinary action against offenders.
    Records are also maintained to ensure proper certification and 
payment of bills; to safeguard telecommunications assets; for internal 
management control; for reporting purposes; and to forecast future 
telecommunications requirements and costs.
    Statistical data, with all personal identifiers removed, may be 
used by management officials for purposes of conducting studies, 
evaluations, and assessments.

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 telecommunications service providers to permit servicing the 
account.
    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 formats.

Retrievability:
    Records are retrieved by individual's name, billing account code, 
or telephone number.

Safeguards:
    Access to the data is limited to those who require the records in 
the performance of their official duties. The electronic records employ 
user identification and password protocols. Physical entry is 
restricted by the use of locks, guards, and administrative procedures. 
Employees are periodically briefed on the consequences of improperly 
accessing restricted databases or records.

Retention and disposal:
    Records are destroyed when 3 years old. Initial telephone use 
reports may be destroyed earlier if the information needed to identify 
abuse has been captured in other records.

System manager(s) and address:
    Staff Director, Defense Logistics Agency Support Services Corporate 
Installations, 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 to 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 their full name and the DLA facility or 
activity where employed at the time the records were created or 
processed.

Record access procedures:
    Individuals seeking access to information about themselves 
contained 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 to 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 their full name and the DLA facility or 
activity where employed at the time the records 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,

[[Page 52911]]

Headquarters, Defense Logistics Agency, ATTN: DSS-B, 8725 John J. 
Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221.

Record source categories:
    Data is supplied by the telephone user, telecommunications service 
providers, and DLA management.

Exemptions claimed for the system:

    None.
[FR Doc. 03-22689 Filed 9-5-03; 8:45 am]
BILLING CODE 5001-08-P