[Federal Register Volume 81, Number 117 (Friday, June 17, 2016)]
[Notices]
[Pages 39631-39633]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-14371]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2016-HQ-0023]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DoD.

ACTION: Notice to alter a System of Records.

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SUMMARY: The Department of the Army proposes to alter a system of 
records notice AAFES 0403.01, entitled ``Application for Employment 
Files'' in its existing inventory of records systems subject to the 
Privacy Act of 1974, as amended. This system is used in considering 
individuals who have applied for positions in the Army and Air Force 
Exchange Service by making determinations of qualifications including 
medical qualifications, for positions applied for, and to rate and rank 
applicants applying for the same or similar positions.

DATES: Comments will be accepted on or before July 18, 2016. This 
proposed action will be effective on the date following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
     Federal Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Department of Defense, Office of the Deputy Chief 
Management Officer, Directorate for Oversight and Compliance, 4800 Mark 
Center Drive, Mailbox #24, Alexandria, VA 22350-1700.
    Instructions: All submissions received must include the agency name 
and docket number 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. Tracy Rogers, 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; telephone (703) 428-6185.

SUPPLEMENTARY INFORMATION: The Department of the Army's 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 or from 
the Defense Privacy and Civil Liberties Division Web site at http://dpcld.defense.gov/.
    The proposed systems reports, as required by 5 U.S.C. 552a(r) of 
the Privacy Act, as amended, were submitted on May 27, 2016, 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 4 of Appendix I to 
OMB Circular No. A-130, ``Federal Agency Responsibilities for 
Maintaining Records About Individuals,'' revised November 28, 2000 
(December 12, 2000 65 FR 77677).

    Dated: June 14, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 0403.01

System name:
    Application for Employment Files (August 9, 1996, 61 FR 41574).

Changes:
* * * * *



[[Page 39632]]

System location:
    Delete entry and replace with ``Headquarters, Army and Air Force 
Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-
1598.
    Segments of the system exist at servicing civilian personnel 
offices at Exchange U.S. Operations Offices, and post/base exchanges 
worldwide. Official mailing addresses are published as an appendix to 
the Army's compilation of systems of records notices.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Individuals who have applied for 
employment with the Army and Air Force Exchange Service (Exchange).''

Categories of records in the system:
    Delete entry and replace with ``Records may vary depending on: The 
applicant's nationality/citizenship; job location, including jobs 
outside of the United States; and/or host nation employment information 
requirements, if applicable.
    Files may contain the individual's name, Social Security Number 
(SSN), Taxpayer Identification Number (ITIN), National ID Card, 
Passport/Visa information, names of relatives who work for the 
Exchange, parent's names, spouse's names, foreign languages spoken, 
Exchange location, home address, date and place of birth, date of hire, 
citizenship including race and/or ethnicity, marital status, sex, 
security clearance, military status, notification from the Exchange 
concerning selection/non-selection, sponsor affiliation where employee 
is a dependent of a U.S. Government/military member, vehicle license 
numbers, physical examination documents, medical history, education 
history, employment history and experience, work licenses, career 
plans, personnel evaluation reports, job recommendations and character 
references, awards, training course data, driving history and criminal 
history.

    Note:  This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.''

Authority for maintenance of the system:
    Delete entry and replace with ``Title 10 U.S.C. 3013, Secretary of 
the Army; Title 10 U.S.C. 8013, Secretary of the Air Force; Army 
Regulation 215-3, Morale, Welfare, and Recreation Nonappropriated Funds 
Instrumentalities Personnel Policy; Army Regulation 215-8/AFI 34-
211(I), Army and Air Force Exchange Service Operations; and E.O. 9397 
(SSN), as amended.''
* * * * *

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, 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 Treasury Department to issue bonds; to collect and record 
income taxes.
    To former spouses, who receive payments under Title 10 U.S.C. 1408, 
for the purposes of providing information on how their payment was 
calculated to include what items were deducted from the member's gross 
pay and the dollar amount for each deduction.
    To Federal, state, or local child support agencies, in response to 
their written requests for information regarding the gross and 
disposable pay of civilian employees, for purposes of assisting the 
agencies in the discharge of their responsibilities under Federal and 
State law.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Army's compilation of systems of records notices apply to this system. 
The complete list of DoD blanket routine uses can be found online at: 
http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.''

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Delete entry and replace with ``Paper records and electronic 
storage media.''

Retrievability:
    Delete entry and replace with ``By name, SSN and/or ITIN.''

Safeguards:
    Delete entry and replace with ``Records are maintained in a 
controlled facility. Physical entry is restricted by the use of locks, 
guards, and is accessible only to authorized personnel. Access to 
records is limited to person(s) with an official ``need to know'' who 
are responsible for servicing the record in performance of their 
official duties. Persons are properly screened and cleared for access. 
Access to electronic records is role-based and further restricted by 
passwords, which are changed periodically.''

Retention and disposal:
    Delete entry and replace with ``Non-selected applicant records are 
retained for up to six months and then destroyed by shredding or 
deletion from the applicant database; records for applicants hired 
become part of the person's Official Personnel Folder. Upon the 
separation of the employee, the file will be transferred to the 
National Personnel Records Center (NPRC) in Valmeyer, IL and maintained 
for an additional 65 years.''
* * * * *

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 Director/Chief Executive Officer, Army 
and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, 
Dallas, TX 75236-1598.
    Individuals should provide full name, SSN, current address and 
telephone number and signature. If terminated, also include date of 
birth, date of separation, and last employing location and sufficient 
details to permit locating the record.
    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:
    Delete entry and replace with ``Individuals seeking access to 
information about themselves contained in this system should address 
written inquiries to the Director/Chief Executive Officer, Attn: FOIA/
Privacy Manager, Army and Air Force Exchange Service, 3911 S. Walton 
Walker Boulevard, Dallas, TX 75236-1598.

[[Page 39633]]

    Individuals should provide full name, SSN, current address and 
telephone number and signature. If terminated, also include date of 
birth, date of separation, and last employing location.
    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:
    Delete entry and replace with ``The Army's rules for accessing 
records and for contesting contents and appealing initial agency 
determinations are contained in 32 CFR part 505, Army Privacy Program 
or may be obtained from the system manager.''

Record source categories:
    Delete entry and replace with ``From the employee, his/her 
supervisor, educational institutions, previous employers, law 
enforcement agencies, court orders and medical authorities.''
* * * * *

[FR Doc. 2016-14371 Filed 6-16-16; 8:45 am]
 BILLING CODE 5001-06-P