[Federal Register Volume 68, Number 222 (Tuesday, November 18, 2003)]
[Notices]
[Pages 65047-65049]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-28704]


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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 systems 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. The alteration 
consists of adding new records being maintained and the purpose(s) 
therefore, and revises two existing routine uses.

DATES: This action will be effective without further notice on December 
18, 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 October 28, 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: November 7, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S335.01 CAH

System name:
    Training and Employee Development Record System (August 3, 1999, 64 
FR 42101).

Changes:
System identifier:
    Delete `CAH' from entry.
* * * * *

Categories of records in the system:
    Delete `home addresses' and replace with `geographic and electronic 
home addresses''. Add a new sentence to read `Electronic records may 
contain computer logon and password data.''
* * * * *

Authority for maintenance of the system:
    Delete entry and replace with `5 U.S.C. chapter 41, The Government 
Employees Training Act; 10 U.S.C. 1701 et seq., Defense Acquisition 
Workforce Improvement Act; E.O. 9397 (SSN); E.O. 11348, Providing for 
the further training of Government employees, as amended by E.O. 12107, 
Relating to the Civil Service Commission and labor-management in the 
Federal Service; 5 CFR part 410, Office of Personnel Management-
Training.''
* * * * *

Purpose(s):
    Delete entry and replace with `Information is used to manage and 
administer training and development programs; to identify individual 
training needs; to screen and select candidates for training; and for 
reporting and financial forecasting, tracking, monitoring, assessing, 
and payment reconciliation purposes. Statistical data, with all 
personal identifiers removed, are used to compare hours and costs 
allocated to training among different DLA activities and different 
types of employees.''
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Replace fourth paragraph with `To Federal, state, and local 
agencies and oversight entities to track, manage, and report on 
mandatory training requirements and certifications.'
    In the fifth paragraph, delete `and evaluation purposes' and 
replace with `evaluation, and payment reconciliation purposes.'
* * * * *

Retrievability:
    Delete entry and replace with `Automated records may be retrieved 
by Social Security Number, name, logon identification, password, or by 
a combination of these data elements. Manual records are retrieved by 
employee last name or Social Security Number.'
* * * * *

Safeguards:
    Delete entry and replace with `Records are maintained in physical 
and electronic areas accessible only to DLA personnel who must use the 
records to perform assigned duties. Physical access is limited through 
the use of locks, guards, card swipe, and other

[[Page 65048]]

administrative procedures. The electronic records are deployed on 
accredited systems with access restricted by the use of login, 
password, and/or card swipe protocols. The web-based files are 
encrypted in accordance with approved information assurance protocols. 
Employees are warned through screen log-on protocols and periodic 
briefings of the consequences of improper access or use of the data. In 
addition, users are trained to lock or shutdown their workstations when 
leaving the work area. During non-duty hours, records are secured in 
access-controlled buildings, offices, cabinets or computer systems.'
* * * * *

Retention and disposal:
    Replace the semicolon after `sooner' with a period and strike the 
remainder of the sentence. Add as a new last sentence `Employee 
agreements, individual training plans, progress reports, and similar 
records used in intern, upward mobility, career management, and similar 
developmental training programs are destroyed 1 year after employee has 
completed the program.'
* * * * *
S335.01

System name:
    Training and Employee Development Record System.

System location:
    The master file is maintained by the Director, Defense Logistics 
Agency Training Center, Building 11, Section 5, 3990 E. Broad Street, 
Columbus, OH 43216-5000. Subsets of the master file are maintained by 
DLA Support Services, Business Management Office, 8725 John J. Kingman 
Road, Stop 6220, Fort Belvoir, VA 22060-6221; the DLA field level 
activities; and individual supervisors. Official mailing addresses of 
the DLA field level activities are published as an appendix to DLA's 
compilation of systems of records notice.

Categories of individuals covered by the system:
    Defense Logistics Agency (DLA) employees and individuals receiving 
training funded or sponsored by DLA. Department of Defense military 
personnel and non-appropriated fund personnel may be included in the 
system at some DLA locations.

Categories of records in the system:
    Name; Social Security Number; date of birth, geographic and 
electronic home addresses; occupational series, grade, and supervisory 
status; registration and training data, including application or 
nomination documents, pre- and post-test results, student progress 
data, start and completion dates, course descriptions, funding sources 
and costs, student goals, long- and short-term training needs, and 
related data. The files may contain employee agreements and details on 
personnel actions taken with respect to individuals receiving 
apprentice or on-the-job training. Where training is required for 
professional licenses, certification, or recertification, the file may 
include proficiency data in one or more skill areas. Electronic records 
may contain computer logon and password data.

Authority for maintenance of the system:
    5 U.S.C. chapter 41, The Government Employees Training Act; 10 
U.S.C. 1701 et seq., Defense Acquisition Workforce Improvement Act; 
E.O. 9397 (SSN); E.O. 11348, Providing for the further training of 
Government employees, as amended by E.O. 12107, Relating to the Civil 
Service Commission and labor-management in the Federal Service; 5 CFR 
part 410, Office of Personnel Management-Training.

Purpose(s):
    Information is used to manage and administer training and 
development programs; to identify individual training needs; to screen 
and select candidates for training; and for reporting and financial 
forecasting, tracking, monitoring, assessing, and payment 
reconciliation purposes. Statistical data, with all personal 
identifiers removed, are used to compare hours and costs allocated to 
training among different DLA activities and different types of 
employees.

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 the Department of Veterans Affairs for inspecting, surveying, 
auditing, or evaluating apprentice or on-the-job training programs.
    To the Department of Labor for inspecting, surveying, auditing, or 
evaluating apprentice training programs and other programs under its 
jurisdiction.
    To Federal, State, and local agencies and oversight entities to 
track, manage, and report on mandatory training requirements and 
certifications.
    To public and private sector educational, training, and 
conferencing entities for participant enrollment, tracking, evaluation, 
and payment reconciliation purposes.
    To Federal agencies for screening and selecting candidates for 
training or developmental programs sponsored by the agency.
    To Federal oversight agencies for investigating, reviewing, 
resolving, negotiating, settling, or hearing complaints, grievances, or 
other matters under its cognizance.
    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 form.

Retrievability:
    Automated records may be retrieved by Social Security Number, name, 
logon identification, password, or by a combination of these data 
elements. Manual records are retrieved by employee last name or Social 
Security Number.

Safeguards:
    Records are maintained in physical and electronic areas accessible 
only to DLA personnel who must use the records to perform assigned 
duties. Physical access is limited through the use of locks, guards, 
card swipe, and other administrative procedures. The electronic records 
are deployed on accredited systems with access restricted by the use of 
login, password, and/or card swipe protocols. The Web-based files are 
encrypted in accordance with approved information assurance protocols. 
Employees are warned through screen log-on protocols and periodic 
briefings of the consequences of improper access or use of the data. In 
addition, users are trained to lock or shutdown their workstations when 
leaving the work area. During non-duty hours, records are secured in 
access-controlled buildings, offices, cabinets or computer systems.

Retention and disposal:
    Training files are destroyed when 5 years old or when superseded, 
whichever is sooner. Employee agreements, individual training plans, 
progress reports, and similar records used in intern, upward mobility, 
career management, and similar developmental training programs are

[[Page 65049]]

destroyed 1 year after employee has completed the program.

System manager(s) and address:
    Director, Defense Logistics Agency Training Center, Building 11, 
Section 5, 3990 E. Broad Street, Columbus, OH 43216-5000 and Staff 
Director, Business Management Office, DLA Support Services, ATTN: DSS-
B, 8725 John J. Kingman Road, Stop 2635, Fort Belvoir, VA 22060-6221.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in the master system should address written 
inquiries to the Privacy Act Officer, Headquarters Defense Logistics 
Agency, ATTN: DSS-B, 8725 John J. Kingman Road, Stop 6220, Fort 
Belvoir, VA 22060-6221. Current DLA employees may determine whether 
information about themselves is contained in subsets to the master file 
by accessing the system through their assigned DLA computer or by 
contacting their immediate supervisor.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in the master system should address written inquiries to the 
Privacy Act Officer, Headquarters Defense Logistics Agency, ATTN: DSS-
B, 8725 John J. Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221, 
or the Privacy Act Officers at the DLA field level activities. Official 
mailing addresses are published as an appendix to DLA's compilation of 
systems of records notices. Current DLA employees may gain access to 
data contained in subsets to the master file by accessing the system 
through their assigned DLA computer or by contacting their immediate 
supervisor.

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:
    Information is obtained from the record subject, current and past 
supervisors, personnel offices, educational and training facilities, 
and licensing or certifying entities.

Exemptions claimed for the system:
    None.
[FR Doc. 03-28704 Filed 11-17-03; 8:45 am]
BILLING CODE 5001-06-P