[Federal Register Volume 76, Number 111 (Thursday, June 9, 2011)]
[Notices]
[Pages 33728-33730]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-14309]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2011-0011]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to add a system of records.

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SUMMARY: The Department of the Army proposes to add a system of records 
to 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 July 11, 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, OSD Mailroom 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: Mr. Leroy Jones, Department of the 
Army, Privacy Office, U.S. Army Records Management and Declassification 
Agency, 7701 Telegraph Road, Casey Building, Suite 144, Alexandria, VA 
22325-3905, or by phone at (703) 428-6185.

SUPPLEMENTARY INFORMATION: The Department of the Army 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 in FOR FURTHER INFORMATION CONTACT.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on June 2, 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: June 2, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0600-8a PEO EIS

System name:
    Integrated Personnel and Pay System--Army (IPPS-A) Records.

System location:
    Primary Location: Radford Army Ammunitions Plant, Radford, VA 
24143-0004.
    Decentralized segments are located at Army Processing Centers 
(APCs) worldwide.

Categories of individuals covered by the system:
    Members of the United States Army to include Active Duty, National 
Guard, Reserve, select Army retired and former Army military personnel.

Categories of records in the system:
    Personal Information: Individual's name, rank/grade, address, date 
of birth, eye color, height, weight, place of birth, Social Security 
Number (SSN), and similar personal identifiers for beneficiary/
dependant purposes; driver's license number, security clearance level, 
office location, assigned user name and security questions, local and 
home of record addresses, phone numbers and emergency contact 
information.
    Personnel Information: Evaluation and review history, enrollment, 
participation, status and outcome information for personnel programs, 
service qualification and performance measures, types of orders, 
accomplishments, skills and competencies, career preferences, contract 
information related to accession and Oath of Office, enlistment and re-
enlistment, retirement and separation information, retirement points 
including information necessary to determine retirement pay, benefits 
eligibility, enrollment, designations and status information, Uniform 
Code of Military Justice (UCMJ) actions summarizing court martial, non-
judicial punishments, and similar or related documents. Circumstances 
of an incident the member was involved in and whether he or she is in 
an injured, wounded, seriously wounded, or ill duty status from the 
incident. Duty related information: Duty station, employment and job 
related information and history, deployment information, work title, 
work address and related work contact information (e.g., phone and fax 
numbers, E-mail address), supervisor's name and related contact 
information.
    Education and training: Graduation dates and locations, highest 
level of education, other education, training and school information 
including courses and training completion dates.
    Pay Entitlement and Allowances: Pay information including earnings 
and allowances, additional pay (bonuses, special, and incentive pays), 
payroll

[[Page 33729]]

computation, balances and history with associated accounting elements, 
leave balances and leave history.
    Deductions from Pay: Tax information (Federal, state and local) 
based on withholding options, payroll deductions, garnishments, savings 
bond information including designated owner, deductions, and purchase 
dates, thrift savings plan participation.
    Other pay-related information: Direct deposit information including 
financial institution name, routing number, and account information.

Authority for maintenance of the system:
    10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 3013, Secretary of 
the Army; 37 U.S.C., Pay and Allowances of the Uniformed Services; 10 
U.S.C., Armed Forces: Under Secretary of Defense for Personnel and 
Readiness; and E.O. 9397 (SSN), as amended.

Purpose(s):
    A Web-based, integrated personnel and pay system to support all 
components of the United States Army to include Active Duty, National 
Guard, Reserve, select Army retired and former Army military personnel. 
This system is intended to support peacetime and wartime readiness 
requirements across a range of personnel, financial and related 
matters.

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 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 officials and employees of the Department of Health and Human 
Services, and Selective Service Administration in the performance of 
their official duties related to eligibility, notification, and 
assistance in obtaining benefits for which members, former members or 
retiree may be eligible.
    To officials and employees of the Department of Veterans Affairs in 
the performance of their official duties related to approved research 
projects, and for processing and adjudicating claims, determining 
eligibility, notification, and assistance in obtaining benefits and 
medical care for which members, former members, retiree and family 
members/annuitants may be eligible.
    To the Department of Veterans Affairs to provide information 
regarding a service-member's record or family member for the purposes 
of supporting eligibility processing for the Service-member's Group 
Life Insurance program.
    To state and local agencies in the performance of their official 
duties related to verification of status for determination of 
eligibility for Veterans bonuses and other benefits and entitlements.
    To officials and employees of the American Red Cross in the 
performance of their duties relating to the assistance of the members 
and their dependents and relatives, or related to assistance previously 
furnished such individuals, without regard to whether the individual 
assisted or his/her sponsor continues to be a member of the Military 
Service. Access will be limited to those portions of the member's 
record required to effectively assist the member.
    To the U.S. Citizenship and Immigration Services for use in making 
alien admission and naturalization inquiries.
    To the Social Security Administration to obtain or verify Social 
Security Numbers or to substantiate applicant's credit for social 
security compensation.
    To officials and employees of the Office of the Sergeant at Arms of 
the United States House of Representatives in the performance of their 
official duties related to the verification of the active duty military 
service of Members of Congress. Access is limited to those portions of 
the member's record required to verify time in service.
    To the widow or widower, dependent, or next-of-kin of deceased 
members to settle the affairs of the deceased member. The individuals 
will have to verify relationship by providing a birth certificate, 
marriage license, death certificate, or court document as requested/
required to prove identity.
    To governmental agencies for the conduct of computer matching 
agreements for the purpose(s) of determining eligibility for Federal 
benefit programs, to determine compliance with benefit program 
requirements and to recover improper payments or delinquent debts under 
a Federal benefit program.
    To Federal and state licensing authorities and civilian 
certification boards, committees and/or ecclesiastical endorsing 
organizations for the purposes of professional credentialing (licensing 
and certification) of lawyers, chaplains and health professionals.
    To Federal agencies such as the National Academy of Sciences, for 
the purposes of conducting personnel and/or health-related research in 
the interest of the Federal government and the public. When not 
considered mandatory, the names and other identifying data will be 
eliminated from records used for such research studies.
    To the officials and employees of the Department of Labor in the 
performance of their official duties related to employment and 
compensation.

    Note:  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 (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.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Army's compilation of System of Records Notices apply to this system.

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

Retrievability:
    Individual's name, Social Security Number (SSN), and date of birth.

Safeguards:
    Physical entry will be restricted by the use of locks, guards, and 
will be accessible only to authorized personnel with a need-to-know. 
Access to personal data will be limited to person(s) responsible for 
maintaining and servicing IPPS-A data in performance of their official 
duties and who are properly trained, screened and cleared for a need-
to-know. Access to personal data will be further restricted by 
encryption and the use of Common Access Card (CAC) and/or strong 
password, which are changed periodically according to DoD and Army 
security policies.

[[Page 33730]]

Retention and disposal:
    Personnel and education records: Keep in current files area until 
transfer or separation of individual and then until no longer needed 
for conducting business, but not longer than 6 years after the event, 
then destroy.
    UCMJ records: Records at the Office of the Judge Advocate General, 
the Office of the Chief Counsel, and the Office, Chief of Engineers are 
permanent; at all other locations, records are destroyed upon 
obsolescence.
    Military pay records: Records may be temporary in nature and 
destroyed when actions are completed, superseded, obsolete, or no 
longer needed. Other records may be cut off at the end of the payroll 
year or fiscal year, and destroyed 6 years and 3 months after cutoff. 
Active duty pay records created prior to automation were cut off on 
conversion to the Defense Joint Military Payroll System (DJMS), and 
will be destroyed October 1, 2033, or 56 years after implementation of 
DJMS. The records are destroyed by tearing, shredding, pulping, 
macerating, burnings or degaussing the electronic storage media.

System manager(s) and address:
    IPPS-A System Manager, PEO EIS, Project Directorate IPPS-A, Hoffman 
II, 200 Stovall St., Alexandria, VA 22332-0010.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to Army Records, U.S. Army Human Resources Command, 
Attn: AHRC-PAV-V, 1 Reserve Way, St. Louis, MO 63132-5200.
    For verification purposes, individuals should provide their full 
name, Social Security Number (SSN), any details which may assist in 
locating records, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

Record access procedures:
    Individuals seeking written access to information about themselves 
contained in this system of records should address written inquiries to 
Army Records, U.S. Army Human Resources Command, Attn: AHRC-PAV-V, 1 
Reserve Way, St. Louis, MO 63132-5200.
    For verification purposes, individuals should provide their full 
name, Social Security Number (SSN), any details which may assist in 
locating records, and their signature.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

Contesting record procedures:
    The Army's rules for accessing records and for contesting contents 
and appealing initial agency determinations are contained in Army 
Regulation 340-21, The Army Privacy Program; Title 32 CFR National 
Defense, part 505, Army Privacy Act Program; or may be obtained from 
the system manager.

Record source categories:
    Data contained in this system is collected from the individuals and 
current Army Human Resource Offices and integrated pay systems.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-14309 Filed 6-8-11; 8:45 am]
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