[Federal Register Volume 76, Number 29 (Friday, February 11, 2011)]
[Notices]
[Pages 7825-7827]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-3092]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2011-OS-0011]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD.

ACTION: Notice to alter a system of records.

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SUMMARY: The Office of the Secretary of Defense proposes to alter a 
system of records in its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on March 14, 2011 unless comments are received which result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) and title, by any of the following 
methods:
     Federal Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 1160 
Defense Pentagon, Room 3C843, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number or Regulatory Information Number (RIN) for this 
Federal Register document. The general policy for comments and other 
submissions from members of the public is to make these submissions 
available for public viewing on the Internet at http://www.regulations.gov as they are received without change, including any 
personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard at (703) 588-6830, or 
Chief, OSD/JS Privacy Office, Freedom of Information Directorate, 
Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 
20301-1155.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
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 FOR FURTHER INFORMATION CONTACT 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 January 28, 2011, to 
the House Committee on Oversight and 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: February 3, 2011.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P04

System name:
    Reduction-In-Force Case Files (February 22, 1993, 58 FR 10227).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Personnel Services, Human Resources 
Directorate, Washington Headquarters Services, Department of Defense, 
1155 Defense Pentagon, Washington, DC 20301-1155.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Civilian employees serviced by the 
Washington Headquarters Service, Human Resource Office who have been 
notified of a reduction-in-force action.''

Categories of records in the system:
    Delete entry and replace with ``Name, home/mailing address, service 
computation date, veteran's preference for Reduction in Force (RIF), 
performance appraisal ratings, tenure, and subgroup. Documents in the 
files may include letters from management officials, letters prepared 
by personnel to the individual regarding type of action required, 
correspondence from individual concerned and other miscellaneous 
correspondence concerning the specific action.''

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 7103, Definitions, 
application; 10 U.S.C. 1597, Civilian positions: guidelines for 
reductions; 5 CFR 351, Chapter 1-Office of Personnel Management, 
Reductions in Force; and DoD 1400.25-M, chapter 1701, Department of 
Defense Civilian Personnel Manual.''

Purpose(s):
    Delete entry and replace with ``To document the communication of 
the reduction-in-force process and communicate with affected 
employees.''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
these records may specifically be disclosed outside the DoD as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

[[Page 7826]]

    To the Office of Personnel Management in instances where an 
affected employee appeals the decision.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Office of the Secretary of Defense (OSD) 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:
    Delete entry and replace with ``Paper file folders.''
* * * * *

Safeguards:
    Delete entry and replace with ``Records are maintained in locked 
file cabinets in a secure area in a building with 24-hour security. 
Access to records is only by authorized Reduction in Force (RIF) team 
personnel.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Chief of Staffing Division, 
Personnel Services, Human Resources Directorate, Washington 
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether information about themselves is contained in this system should 
address written inquiries to the Chief of Staffing Division, Personnel 
Services, Human Resources Directorate, Washington Headquarters Service, 
1155 Defense Pentagon, Washington, DC 20301-1155.
    Inquiries must include the name of the individual, approximate date 
of reduction in force and be signed.''

Record access procedures:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the OSD/Joint Staff, Freedom of Information Act 
Requester Service Center, Office of Freedom of Information, 1155 
Defense Pentagon, Washington, DC 20301-1155.
    Requests must include the name and number of this System of Records 
Notice, the name of the individual, approximate date of reduction in 
force and be signed.''
* * * * *

Record source categories:
    Delete entry and replace with ``The individual, the Official 
Personnel File (OPF), and correspondence from appeal examiner in 
appealed cases.''
* * * * *
DWHS P04

System name:
    Reduction-In-Force Case Files.

System location:
    Personnel Services, Human Resources Directorate, Washington 
Headquarters Services, Department of Defense, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Categories of individuals covered by the system:
    Civilian employees serviced by the Washington Headquarters Service, 
Human Resource Office who have been notified of a reduction-in-force 
action.

Categories of records in the system:
    Name, home/mailing address, service computation date, veteran's 
preference for Reduction in Force (RIF), performance appraisal ratings, 
tenure, and subgroup. Documents in the files may include letters from 
management officials, letters prepared by personnel to the individual 
regarding type of action required, correspondence from individual 
concerned and other miscellaneous correspondence concerning the 
specific action.

Authority for maintenance of the system:
    5 U.S.C. 7103, Definitions, application; 10 U.S.C. 1597, Civilian 
positions: Guidelines for reductions; 5 CFR 351, Chapter 1-Office of 
Personnel Management, Reductions in Force; and DoD 1400.25-M, chapter 
1701, Department of Defense Civilian Personnel Manual.

Purpose(s):
    To document the communication of the reduction-in-force process and 
communicate with affected 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 of 1974, these records may specifically be 
disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 
552a(b)(3) as follows:
    To the Office of Personnel Management in instances where an 
affected employee appeals the decision.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Office of the Secretary of Defense (OSD) 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:
    Paper file folders.

Retrievability:
    Filed alphabetically by last name.

Safeguards:
    Records are maintained in locked file cabinets in a secure area in 
a building with 24-hour security. Access to records is only by 
authorized Reduction in Force (RIF) team personnel.

Retention and disposal:
    Records are destroyed two years after case is closed.

System manager(s) and address:
    Chief of Staffing Division, Personnel Services, Human Resources 
Directorate, Washington Headquarters Services, 1155 Defense Pentagon, 
Washington, DC 20301-1155.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Chief of Staffing Division, Personnel Services, Human Resources 
Directorate, Washington Headquarters Service, 1155 Defense Pentagon, 
Washington, DC 20301-1155.
    Inquiries must include the name of the individual, approximate date 
of reduction in force and be signed.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the OSD/
Joint Staff, Freedom of Information Act Requester Service Center, 
Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 
20301-1155.
    Requests must include the name and number of this System of Records 
Notice, the name of the individual, approximate date of reduction in 
force and be signed.

Contesting record procedures:
    The OSD rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

Record source categories:
    The individual, the Official Personnel File (OPF), and 
correspondence from appeal examiner in appealed cases.

[[Page 7827]]

Exemptions claimed for the system:
    None.

[FR Doc. 2011-3092 Filed 2-10-11; 8:45 am]
BILLING CODE 5001-06-P