[Federal Register Volume 72, Number 170 (Tuesday, September 4, 2007)]
[Notices]
[Pages 50672-50674]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E7-17447]


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DEPARTMENT OF DEFENSE

Office of the Secretary of Defense

[DoD-2007-OS-0098]


Privacy Act of 1974; Systems of Records

AGENCY: Defense Logistics Agency.

[[Page 50673]]


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 
4, 2007 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send comments to the Privacy Act Officer, Headquarters, 
Defense Logistics Agency, ATTN: DP, 8725 John J. Kingman Road, Stop 
2533, Fort Belvoir, VA 22060-6221.

FOR FURTHER INFORMATION CONTACT: Ms. Jody Sinkler at (703) 767-5045.

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 August 27, 2007, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and 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 27, 2007.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
S650.30

System name:
    DRMS Surplus Sales Program Records.

System location:
    For Local Sales, DAISY National Sales Program (DNSP), and the 
Bidder Master File (BMF): Defense Reutilization and Marketing Service, 
ATTN: Chief, Sales Office, DRMS-BBS, 74 Washington Avenue North, Battle 
Creek, MI 49037-3092.
    For the Reutilization Modernization Program (RMP): RMP, DLIS-XP, 
ATTN: Program Manager, 74 Washington Avenue North, Battle Creek, MI 
49037-3092.

Categories of individuals covered by the system:
    Individuals, businesses, and organizations that have registered to 
participate in the DoD Surplus Sales Program.

Categories of records in the system:
    Individual's name, business and home addresses and telephone 
numbers, bidder identification and registration number, bidder status 
code, Social Security Number (SSN) or Taxpayer ID number, amounts paid, 
owed or refunded, data on bad checks, bid bond data, and bank guarantee 
code.

Authority for maintenance of the system:
    10 U.S.C. 133, Under Secretary of Defense for Acquisition and 
Technology; 40 U.S.C. 101 et seq., Federal Property and Administrative 
Services Act of 1949, as amended; 50 U.S.C. App. 2401 et seq., Export 
Control; 41 CFR Part 101-45; and E.O. 9397 (SSN).

Purpose(s):
    Information is collected and maintained for the purpose of 
registering bidders for DRMS Surplus Sales; creating sales contracts; 
creating cash collection and refund vouchers; recording payments and 
property removal details; indebtedness; and other actions associated 
with the sales transaction.
    Data may also be used by DoD law enforcement agencies responsible 
for auditing and investigating or enforcing criminal, civil, or 
administrative laws; the Defense Reutilization and Marketing Offices 
(DRMO) for the purpose of notifying bidders of upcoming surplus sales 
of potential interest to bidders; the Defense Finance and Accounting 
Service for the purpose of collecting and depositing payments owed to 
DRMS; and statistical data with all personal identifiers removed may be 
used by management for reporting or program management purposes.

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 General Services Administration for the purpose of adding 
and flagging bidder's records debarred from doing business with the 
Federal Government.
    To the DRMS commercial sales venture partner(s) for the purpose of 
registering bidders for their surplus sales, creating sales contracts, 
creating cash collection and refund vouchers, recording payments and 
property removal details, indebtedness, and other actions associated 
with the sales transaction.
    The DoD ``Blanket Routine Uses'' also apply to this system of 
records.

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to ``consumer reporting agencies'' as defined in the Fair Credit 
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government, typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (TIN) or Social Security Number (SSN), the 
amount, status, and history of the claim; and the agency or program 
under which the claim arose for the sole purpose of allowing the 
consumer reporting agency to prepare a commercial credit report.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records in file folders and electronic storage media.

Retrievability:
    Individuals' name, business address, telephone number, Bidder 
Identification Number or any combination of the above.

Safeguards:
    Access is limited to those DRMS and contractor personnel who use 
the records to perform official assigned duties. Technical controls are 
in place to restrict activity of users within the application; data 
owner verifies a need-to-know for each activity and assigns the 
candidate user to a group with authorization to perform specific 
actions.
    Records are maintained in secure, limited access, or monitored work 
areas accessible only to authorized personnel. Central Processing Units 
are located in a physically controlled access area requiring either a 
badge or card swipe for entry. Workstations are controlled

[[Page 50674]]

via Common Access Cards (CAC) with application specific generated 
forced password change protocols if the application itself is not CAC 
enabled. Passwords are tested for strength at the time of selection. 
Users are warned of the consequences of improperly accessing restricted 
databases and data misuse at each login, during staff meetings, and 
during separate Information Assurance and Privacy Act training. After 
hours, records are stored in locked file cabinets, locked rooms, or 
areas controlled by personnel screening. All file cabinets containing 
information subject to the Privacy Act of 1974 must have DLA Form 1461 
affixed to the outside of the storage compartment. This form reads: The 
material/information contained herein falls within the purview of the 
Privacy Act of 1974 and will be safeguarded in accordance with the 
applicable systems of records notice and 32 CFR part 323.

Retention and disposal:
    Records have the following disposition instructions: (a) Sales 
contracts under $25,000--retain for 3 years after final payment/
closure; (b) Sales contracts for $25,000 or more--retain for 6 years 
after final payment/closure; (c) Hazardous sales contracts of any 
monetary value--retain for 50 years after final payment/closure.

System manager and address(es):
    Chief, Sales Office, Disposition Management, DRMS-BBS (DAISY Local 
Sales), Defense Reutilization and Marketing Service, 74 Washington 
Avenue North, Battle Creek, Michigan 49037-3092.
    DNSP Data Owner, Property Disposal Specialist (DNSP), Defense 
Reutilization and Marketing Service, DRMS-BA, 74 Washington Avenue 
North, Battle Creek, Michigan 49037-3092.
    RMP Program Manager, DLIS-XP, 74 Washington Avenue North, Battle 
Creek, Michigan 49037-3092.

Notification procedures:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the HQ DLA Privacy Act Office, Headquarters, Defense Logistics 
Agency, ATTN: HQ DLA-GC (FOIA/Privacy), 8725 John J. Kingman Road, STOP 
1644, Fort Belvior, VA 22060-6221.
    Request should contain the individual's name, business address and 
telephone number, and Bidder Identification Number.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the HQ DLA 
Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: HQ 
DLA-GC (FOIA/Privacy), 8725 John J. Kingman Road, STOP 1644, Fort 
Belvior, VA 22060-6221.
    Request should contain the individual's name, business address and 
telephone number, and Bidder Identification Number.

Contesting record procedures:
    The DLA rules for contesting contents and appealing initial agency 
determinations are contained in 32 CFR part 323; or may be obtained 
from the HQ DLA Privacy Act Office, Headquarters, Defense Logistics 
Agency, ATTN: HQ DLA-GC (FOIA/Privacy), 8725 John J. Kingman Road, STOP 
1644, Fort Belvior, VA 22060-6221.

Record source categories:
    Information is provided by the subject individual. Bidder 
Identification Numbers are assigned sequentially by DAISY National 
Sales Program (DNSP). New bidders on Local Sales will receive a 
sequential number by adding them to the Bidder Master File on the Web, 
which feeds DNSP. RMP will use the same sequential system assigned 
Bidder Identification Numbers. Bidder status codes are entered by the 
DRMS staff and are based on frequency of bid responses and whether or 
not the bidder has been found ineligible to participate. Debarment data 
is provided by either the DRMS Office of Counsel or by General Services 
Administration.

Exemptions claimed for the system:
    None.

[FR Doc. E7-17447 Filed 8-31-07; 8:45 am]
BILLING CODE 5001-06-P