[Federal Register Volume 68, Number 236 (Tuesday, December 9, 2003)]
[Notices]
[Pages 68606-68608]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-30397]


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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, DoD.

ACTION: Notice to add a System of Records.

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SUMMARY: The Office of the Inspector General, DoD is proposing to add 
an exempt system of records to its existing inventory of record systems 
subject to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
    The exemption is needed because during the course of processing a 
Congressional inquiry, exempt materials from other systems of records 
may become part of the records in this system. To the extent that 
copies of exempt records from those ``other'' systems of records are 
entered into the Congressional case records, the Office of the 
Inspector General, DoD, hereby claims the same exemptions for the 
records from those other systems that are entered into this system, as 
claimed for the original primary systems of records, which they are a 
part.

[[Page 68607]]

Therefore, the Inspector General, DoD is proposing to exempt the system 
of records CIG-21, entitled, ``Congressional Correspondence Tracking 
System'' from 5 U.S.C. 552a(j)(2), (k)(1) through (k)(7).

DATES: This proposed action is effective without further notice on 
January 8, 2004 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 223, Arlington, VA 22202-4704.

FOR FURTHER INFORMATION CONTACT: Mr. Darryl R. Aaron at (703) 604-9785.

SUPPLEMENTARY INFORMATION: 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 proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on November 17, 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 20 , 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
CIG-21

System name:
    Congressional Correspondence Tracking System.

System location:
    Office of Communications and Congressional Liaison, Office of the 
Inspector General of the Department of Defense, 400 Army Navy Drive, 
Arlington, VA 22202-4704.

Categories of individuals covered by the system:
    Any individual who contacts a member of Congress requesting that 
the member solicit information from the Office of the Inspector General 
of the Department of Defense (OIG DoD) on their behalf.

Categories of records in the system:
    Correspondence and related records from and to members of Congress 
pertaining to requests for congressional assistance in resolving 
problems. Records contain representative's name, constituent's name, 
subject matter, and case control number. The records may also contain 
the constituent's Social Security Number, home address, home telephone 
number, or related personal information provided by the representative 
making the inquiry.

Authority for maintenance of the system:
    The Inspector General Act of 1978 (Pub. L. 95-452), as amended; DoD 
Directive 5106.1, Inspector General of the Department of Defense; OIG 
Regulation 5545.1, Participation in Congressional Activities; and E.O. 
9397 (SSN).

Purpose(s):
    To maintain a record of all Congressional inquiries and the OIG, 
DoD response, and to conduct the necessary research so as to provide 
information responsive to Congressional inquiries.

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 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 compilation of system 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 and electronic records are stored in file folders, safes, 
computerized index listings and electronic storage media on local area 
network.

Retrievability:
    Retrieved by constituent's name, representative's name, or by case 
control number(s).

Safeguards:
    Records are secured in a locked or guarded building and locked 
cabinets during non-duty hours. Paper records are stored in file 
cabinets located in an office suite, accessible only to OIG DoD 
personnel who must use the records to perform their duties.
    Computer systems in which records reside are protected through the 
use of assigned user identification(s) and multiple levels of passwords 
restricting access.

Retention and disposal:
    Records are permanent. Retire to the Washington National Records 
Center. Transfer to National Archives in two-year blocks when most 
recent record is 8 years old.

System manager(s) and address:
    Director, Office of Communications and Congressional Liaison, 
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 information about 
themselves is contained in this system should address written inquiries 
to the Director, Office of Communications and Congressional Liaison, 
Office of the Inspector General of the Department of Defense, 400 Army 
Navy Drive, Arlington, VA 22202-4704.
    Written requests should contain the individual's full name, all 
former names and alias under which the file may be maintained and 
signature.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written requests to the Chief, 
Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, 
Arlington, VA 22202-4704.
    Written requests should contain the individual's full name, all 
former names and alias under which the file may be maintained and 
signature.

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:
    The files are composed of correspondence or memoranda from Members 
of Congress or their staffs.

Exemptions claimed for the system:
    During the course of processing a Congressional inquiry, exempt 
materials from other systems of records may in turn become part of the 
case records in this system. To the extent that copies of exempt 
records from those ``other'' systems of records are entered into this 
system of records, the Office of the Inspector General, DoD hereby 
claims the same exemptions for the records from those ``other'' systems 
that are entered into this system, as claimed for the original primary 
systems of records which they are a part.
    An exemption rule for this system has been promulgated in 
accordance with

[[Page 68608]]

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. 03-30397 Filed 12-8-03; 8:45 am]
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